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Faculty Operations Specialist, Deputy Dean's Office

Detailed Job Listing:

JOB FAMILY: MANAGERIAL AND PROFESSIONAL

STARS Requisition: 76075BR
University Job Title: Analyst, Finance 
Department Job Title: Faculty Operations Specialist

Grade: P4

Position Focus: 

The Faculty Operations Specialist serves as an integral member of the Deputy Dean's team by processing, mining, analyzing, and reporting a range of financial, appointment, and programmatic data to advance and inform school-wide operations and strategy. The Faculty Operations Specialist will assist in establishing and managing controls over key financial and appointments data, according to school and university policies.                                

Essential Duties: 

  1. Provides first-level analysis to determine present and future financial commitments related to faculty and curriculum.
  2. Responsible for maintaining financial data, including faculty payments and salary data, and managing associated approvals, metrics, disbursements, and records.
  3. Extracts and organizes information from a variety of sources for analysis and forecasting, including spreadsheets, databases, and web-based systems.
  4. Research policies and precedents to resolve conflicts and provide guidance.
  5. Consults with supervisor and deans to recommend practice and process improvements.
  6. Proactively identifies and reports financial concerns and risks.
  7. Works with internal and external contacts to enforce policies and carry out objectives.
  8. Where appropriate, contacts stakeholders to include in communications, audits, and approvals.
  9. Takes ownership and accountability for timeliness and accuracy of reporting.
  10. Manages faculty, postdoctoral, and postgraduate appointments and assists with faculty contracts, hiring, onboarding, reviews/promotions, and offboarding related activities and workflows, as needed.
  11. Provides high-level service that cultivates strong working relationships.
  12. Performs other departmental duties as required.

Required Education & Experience:

Bachelor's degree and one year of experience or an equivalent combination of education and experience.

Required Skills & Abilities: 

  1. Excellent computer skills including well-developed knowledge of Windows and Microsoft products, especially Excel, Word, and Outlook.
  2. Ability to handle confidential/sensitive information with the utmost discretion. Commitment to an inclusive workplace.
  3. High attention to detail and a high degree of accuracy.
  4. Ability to prioritize to meet deadlines and conflicting demands in an organized manner.
  5. Ability to regularly solve problems, use independent judgment to anticipate actions needed, and take initiative without prompting.
  6. Ability to manage multiple tasks/projects within a team structure.
  7. Excellent analytical, proofreading/editing skills.
  8. Ability to communicate orally and in writing in a clear and professional manner.

Preferred:

Substantial working knowledge of university policies and practices, particularly those pertaining to faculty appointments and compensation. Prior experience using Workday enterprise management software for managing appointments, payments, and reporting, particularly with the user role of Academic HR Support Specialist (if previously at Yale). 5+ years of business/administrative work experience.

Competencies:

  • Customer Service Focus – Listening carefully to and understanding customers’ needs and proactively responding to those needs in a consistent and timely manner.
  • Teamwork/Communication – Working cooperatively to achieve common goals. Support cooperation, collaboration and the sharing of information.
  • Product Excellence – Provide the best quality product available and continuously upgrade standards to maintain quality.
  • Leadership – Provide direction and motivation to others through communication, modeling appropriate behavior, optimism and high achievement
  • Innovative – Openness to new ideas and their implementation. Ability to react and adapt to changing situations appropriately.
  • Strategic Thinking – Recognize opportunities, identify critical, high pay-off activities and prioritize them to attain goals.

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