Supervisor of Business Operations

26-Sep-2022

School of Management – Business Operations

76519BR

University Job Title

Assistant Director 1

Bargaining Unit

None – Not included in the union (Yale Union Group)

Compensation Grade

Administration & Operations

Compensation Grade Profile

Supervisor; Senior Associate (22)

Wage Ranges

Click here to see our Wage Ranges

Work Location

Central Campus

Worksite Address

121 Whitney Avenue
New Haven, CT 06510

Work Week

Standard (M-F equal number of hours per day)

Searchable Job Family

Administration, Financial

Total # of hours to be worked:

37.5

Position Focus:

The Supervisor of Business Operations performs fiscal & administrative responsibilities for Business Operations (BusOps) at the Yale School of Management (Yale SOM). Reports to Associate Director of Business Operations, supervises high volume day-to-day financial transaction operations, including local business process system design & implementation, reconciliation, statement production and distribution, procurement, point-of-sale system (POS), deposits, payments, payrolls, maintenance, and reconciliation of logs & other daily activity. Ensures work is properly distributed, completed accurately and timely & metrics are being monitored/met. Main point of contact on all daily issues for front-line team and preparer community. Authorize high volume of Workday Financials transactions: Expense Reports, Supplier Invoice Requests, Invoices, Journal Entries, Purchase Requisitions, etc. Oversee monthly CT sales tax report & credit card reconciliation.  Resource for financial & administrative information on internal & university regulations & guidelines.

Will oversee delivery of high-level customer service to walk-in, telephone & email customers.  Determine when issues need to be escalated. Ensure financial functions are handled in a timely and accurate basis and in compliance with university regulations & guidelines. Responsible for supervision & development of senior financial assistants, including hiring & training. Coordinate, oversee & plan work assignments, projects, and priorities, distributing & monitoring work for team members. Expert resource for team, making determinations about questionable charges. Oversee the triaging of Yale SOM BusOps Jira ticketing system. Recommend & implement continuous improvements. Manage the financial business process training for Yale SOM preparer community. Provide individual & group training sessions for administrative support staff. Conduct “office hours” & other engagement with preparers to ensure understanding of financial & procurement processes. Collaborate with Yale SOM staff with Workday roles & staff to ensure HCM & financial activities are processed accurately & meets the school’s operational needs. Perform weekly monitoring of Workday transactions including sending reminders to the Yale SOM preparer community for outstanding expenses, supplier invoices, requisitions, and supplier invoice requests. Oversee purchasing card activity. Ensure cardholders are complying with university policy by reviewing receipts and monthly statements assembled by cardholder. Track metrics on various Workday functions to identify training opportunities. Manage the Moveable Equipment Inventory (MEI) as part of Monthly Financial Review (MFR) checklist. Manage processes including new MEI asset setup, MEI asset disposal & ongoing MEI compliance and inventory.  Make recommendations to improve overall performance & productivity of department, including the organizational design and structure of staff & processes. Leverage feedback from preparers & other analysis to continually improve procurement processes & preparer training.  Represent Yale SOM Business Operations at appropriate university meetings/committees, providing feedback on ways to improve the system & related business processes.  Support Business Operations relationship with Yale SOM Clubs and Finance & students more broadly, including their payroll. Manage a portion of monthly financial review process. Prepare a variety of financial statements and reports. Manage general ledger activity. Examine and analyze financial reports (merchandise inventories, cash register, course billing, credit card, bursar billing, merchant accounts).

The following Essential Duties are generic in nature; the information contained in this Position Focus are most relevant to this position.

Dept/Section URL

http://som.yale.edu/about/careers

Essential Duties

1. Manages and leads research on various federal rules and regulations as well as University policies and procedures to resolve problems and determine the best course of action for the functional area. 2. Recommends course of action to higher authority for the handling and disposition of problems related to the functional area. 3. Counsel’s faculty, students and staff on issues related to administrative operations of the University function and areas of concern for the function. 4. Manages statistical and analytical information regarding office activities and areas of operational and administrative concern for the function. 5. Leads in long-range planning for the office activities of a specific functional area. 6. Interprets and administers various University and federal policies and regulations. 7. Disseminates accurate and up-to-date information regarding areas of concern. 8. Formulates and establishes policies regarding area’s function. 9. Manages a staff of exempt and non-exempt employees. 10. May perform other duties as assigned.

Required Education and Experience

Bachelor’s degree in a related field and 3 years of experience or equivalent combination of education and related experience.

Required Skill/Ability 1:

Excellent oral and written communication, organizational and analytical skills. Demonstrated ability to concentrate and perform with constant and varied interruptions.

Required Skill/Ability 2:

Demonstrated superior customer service skills: superior problem definition, problem solving, follow through, and follow up. Strong attention to detail; ability to follow through on assignments independently and to work as a team member.

Required Skill/Ability 3:

Professional demeanor and ability to communicate verbally and in writing in a helpful, pleasant, and professional manner.

Required Skill/Ability 4:

Demonstrated highly developed computer skills including working knowledge of Microsoft products: Word, Excel, Outlook, and PowerPoint. Proven skills in spreadsheets, accounting principles, and Internet navigation expertise.

Required Skill/Ability 5:

Demonstrable commitment to diversity, equity, and inclusion (DEI) and track record of building and leading diverse, inclusive teams.

Preferred Education, Experience and Skills:

Bachelor’s degree; experience with Workday applications.

Weekend Hours Required?

Occasional

Evening Hours Required?

Occasional

Background Check Requirements

All candidates for employment will be subject to pre-employment background screening for this position, which may include motor vehicle, DOT certification, drug testing and credit checks based on the position description and job requirements. All offers are contingent upon the successful completion of the background check. For additional information on the background check requirements and process visit “Learn about background checks” under the Applicant Support Resources section of Careers on the It’s Your Yale website.

COVID-19 Vaccine Requirement

Thank you for your interest in employment at Yale University. Please also note that the university has a COVID-19 vaccination and booster requirement for all students, staff & faculty which is described in the COVID-19 Vaccine Program. As you search our open positions, you will see that all postings list their on-site addresses which gives more detail on the on-campus work location of the role.

Posting Disclaimer

The intent of this job description is to provide a representative summary of the essential functions that will be required of the position and should not be construed as a declaration of specific duties and responsibilities of the particular position. Employees will be assigned specific job-related duties through their hiring departments.

EEO Statement:

University policy is committed to affirmative action under law in employment of women, minority group members, individuals with disabilities, and protected veterans. Additionally, in accordance with Yale’s Policy Against Discrimination and Harassment, and as delineated by federal and Connecticut law, Yale does not discriminate in admissions, educational programs, or employment against any individual on account of that individual’s sex, sexual orientation, gender identity or expression, race, color, national or ethnic origin, religion, age, disability, status as a special disabled veteran, veteran of the Vietnam era or other covered veteran.

Inquiries concerning Yale’s Policy Against Discrimination and Harassment may be referred to the Office of Institutional Equity and Accessibility (OIEA).

W.L. Harkness Hall, 3rd Floor, Room 303

100 Wall Street, New Haven CT 06511

203-432-0849

equity@yale.edu<mailto:equity@yale.edu>

Note

Yale University is a tobacco-free campus