Yale University
Program Administrator For Aligned Clinician Enterprise (Ace)
Working at Yale means contributing to a better tomorrow. Whether you are a current resident of our New Haven-based community- eligible for opportunities through the New Haven Hiring Initiative or a newcomer, interested in exploring all that Yale has to offer, your talents and contributions are welcome. Discover your opportunities at Yale! Salary Range $82,000.00 - $131,500.00 The Program Administrator for the Aligned Clinician Enterprise (ACE) plays a critical role in supporting administrative and clinical departments across the health system. This position is responsible for leading and administering key office service activities, including human resources support, payroll, purchasing, records management, and operational program oversight. The Program Administrator ensures streamlined administrative operations that align with clinical priorities and organizational goals. Required Skills and Abilities: Excellent time management skills, ability to prioritize tasks as needed. Excellent communication skills, ability to relay time sensitive issues and expedite processes as needed. Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint) and other relevant software tools. Savvy in report pulling, data analytics, managing large amount of date. Ability to manage confidential and sensitive information with discretion. Ability to work with multiple stakeholders. Strong attention to detail and organization skills. Prior demonstrated experience in an administrative support role. Principal Responsibilities: Administrative Services Manager: Provide consistency and oversight for policies, procedures, staffing and workplace practices for maximizing teamwork within the department. Manage daily operations and support; assess operational challenges and opportunities; develop and implement solutions independently and with others as appropriate. Supervise a team in the areas such as finance, grant and contract management, procurement, and HR. Identify staffing needs for a cost effective organizational structure. Financial Analyst and Manager: Partner with department administrative and division faculty leadership on financial planning. Provide comprehensive financial information, analysis and reporting to monitor and evaluate the application of the unit's financial resources. Recommend adjustments and take action as appropriate. Provide daily oversight of financial monitoring of transactions and delegated authority within departmental guidelines. Develop, manage and control budgets and actuals within required financial and operational systems to monitor, control and verify expenditures including cost allocation guidelines, timely completion of transactions and implementation of new policies and procedures as required. Assist researchers to analyze opportunities and secure future funding. Participate in development of department's all funds budget, gathering historical information, providing analysis and quality control. Manage relationships with external contacts as well as with the university's sponsored project offices. Manage deadlines for grant and contract processes through close-out. Risk Manager: Implement and maintain strong internal controls in a complex business environment. Provide reasonable assurance of effective and appropriate resource use, accurate financial information, and adherence to contractual obligations and agreements, internal and sponsor policies, procedures, and external regulatory requirements. Take corrective action to protect Yale's assets, resources, information and reputation. Identify, communicate, and address issues/concerns in a timely and appropriate manner. Ensure faculty and staff are knowledgeable of the regulations, polices, procedures and Yale requirements as they pertain to their scope of activity. Escalate issues as appropriate. University Citizen: Connect the Unit to others in the department and to the rest of the University through communication, alignment of priorities, implementation of initiatives, and active engagement in Departmental, School and University administrative priorities. Participate as a member of the Unit Administrator Leadership Team to actively engage in initiatives generated by the Team and the University. Effectively represent Unit needs, challenges, and opportunities to department leadership. Create opportunities to enhance the image and value of the Unit. Share knowledge and best practices with others. Talent Manager and Developer: Utilize effective practices for attracting, retaining, and developing high quality talent for the Unit. Work with others as appropriate to participate in selection, performance management and career development processes, as well as to address employee relations issues per University guidelines and contractual agreements. Partner to assess departmental talent needs and to develop consistency in practice with skilled and knowledgeable administrative staff capable of cross coverage. Cultivate a diversity of backgrounds and perspectives. Strategic Resource: Partner within the department to shape priorities and support departmental strategic planning process. Translate strategy into action. Identify resources needed to achieve short and long-term goals and identify any factors that may impact the Unit's ability to successfully meet its mission and goals. Continually assess level of resources available for the Unit to achieve its goals. May perform other duties as assigned. Required Education and Experience: Minimum requirement of a Bachelor's degree in Business, Accounting, or a related field and four years of experience in an administrative/supervisory capacity or an equivalent combination of education and experience. Thorough working knowledge of accounting and finance, fund accounting and financial reporting analysis. Experience preparing budgets, forecasts and financial plans with preference for experience in research grant and clinical trial budget development; integrating multiple, complex pieces of financial information to identify themes, trends, and issues. Experience in a highly regulated organization. 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. Health Requirements: Certain positions have associated health requirements based on specific job responsibilities. These may include vaccinations, tests, or examinations, as required by law, regulation, or university policy. Posting Disclaimer: Salary offers are determined by a candidate's qualifications, experience, skills, and education in relation to the position requirements, along with the role's grade profile and current internal and external market conditions. 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 position. Employees will be assigned specific job-related duties through their hiring department. The University is committed to basing judgments concerning the admission, education, and employment of individuals upon their qualifications and abilities and seeks to attract to its faculty, staff, and student body qualified persons from a broad range of backgrounds and perspectives. In accordance with this policy 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). Yale University is a tobacco-free campus.
Working at Yale means contributing to a better tomorrow. Whether you are a current resident of our New Haven-based community- eligible for opportunities through the New Haven Hiring Initiative or a newcomer, interested in exploring all that Yale has to offer, your talents and contributions are welcome. Discover your opportunities at Yale! Salary Range $82,000.00 - $131,500.00 The Program Administrator for the Aligned Clinician Enterprise (ACE) plays a critical role in supporting administrative and clinical departments across the health system. This position is responsible for leading and administering key office service activities, including human resources support, payroll, purchasing, records management, and operational program oversight. The Program Administrator ensures streamlined administrative operations that align with clinical priorities and organizational goals. Required Skills and Abilities: Excellent time management skills, ability to prioritize tasks as needed. Excellent communication skills, ability to relay time sensitive issues and expedite processes as needed. Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint) and other relevant software tools. Savvy in report pulling, data analytics, managing large amount of date. Ability to manage confidential and sensitive information with discretion. Ability to work with multiple stakeholders. Strong attention to detail and organization skills. Prior demonstrated experience in an administrative support role. Principal Responsibilities: Administrative Services Manager: Provide consistency and oversight for policies, procedures, staffing and workplace practices for maximizing teamwork within the department. Manage daily operations and support; assess operational challenges and opportunities; develop and implement solutions independently and with others as appropriate. Supervise a team in the areas such as finance, grant and contract management, procurement, and HR. Identify staffing needs for a cost effective organizational structure. Financial Analyst and Manager: Partner with department administrative and division faculty leadership on financial planning. Provide comprehensive financial information, analysis and reporting to monitor and evaluate the application of the unit's financial resources. Recommend adjustments and take action as appropriate. Provide daily oversight of financial monitoring of transactions and delegated authority within departmental guidelines. Develop, manage and control budgets and actuals within required financial and operational systems to monitor, control and verify expenditures including cost allocation guidelines, timely completion of transactions and implementation of new policies and procedures as required. Assist researchers to analyze opportunities and secure future funding. Participate in development of department's all funds budget, gathering historical information, providing analysis and quality control. Manage relationships with external contacts as well as with the university's sponsored project offices. Manage deadlines for grant and contract processes through close-out. Risk Manager: Implement and maintain strong internal controls in a complex business environment. Provide reasonable assurance of effective and appropriate resource use, accurate financial information, and adherence to contractual obligations and agreements, internal and sponsor policies, procedures, and external regulatory requirements. Take corrective action to protect Yale's assets, resources, information and reputation. Identify, communicate, and address issues/concerns in a timely and appropriate manner. Ensure faculty and staff are knowledgeable of the regulations, polices, procedures and Yale requirements as they pertain to their scope of activity. Escalate issues as appropriate. University Citizen: Connect the Unit to others in the department and to the rest of the University through communication, alignment of priorities, implementation of initiatives, and active engagement in Departmental, School and University administrative priorities. Participate as a member of the Unit Administrator Leadership Team to actively engage in initiatives generated by the Team and the University. Effectively represent Unit needs, challenges, and opportunities to department leadership. Create opportunities to enhance the image and value of the Unit. Share knowledge and best practices with others. Talent Manager and Developer: Utilize effective practices for attracting, retaining, and developing high quality talent for the Unit. Work with others as appropriate to participate in selection, performance management and career development processes, as well as to address employee relations issues per University guidelines and contractual agreements. Partner to assess departmental talent needs and to develop consistency in practice with skilled and knowledgeable administrative staff capable of cross coverage. Cultivate a diversity of backgrounds and perspectives. Strategic Resource: Partner within the department to shape priorities and support departmental strategic planning process. Translate strategy into action. Identify resources needed to achieve short and long-term goals and identify any factors that may impact the Unit's ability to successfully meet its mission and goals. Continually assess level of resources available for the Unit to achieve its goals. May perform other duties as assigned. Required Education and Experience: Minimum requirement of a Bachelor's degree in Business, Accounting, or a related field and four years of experience in an administrative/supervisory capacity or an equivalent combination of education and experience. Thorough working knowledge of accounting and finance, fund accounting and financial reporting analysis. Experience preparing budgets, forecasts and financial plans with preference for experience in research grant and clinical trial budget development; integrating multiple, complex pieces of financial information to identify themes, trends, and issues. Experience in a highly regulated organization. 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. Health Requirements: Certain positions have associated health requirements based on specific job responsibilities. These may include vaccinations, tests, or examinations, as required by law, regulation, or university policy. Posting Disclaimer: Salary offers are determined by a candidate's qualifications, experience, skills, and education in relation to the position requirements, along with the role's grade profile and current internal and external market conditions. 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 position. Employees will be assigned specific job-related duties through their hiring department. The University is committed to basing judgments concerning the admission, education, and employment of individuals upon their qualifications and abilities and seeks to attract to its faculty, staff, and student body qualified persons from a broad range of backgrounds and perspectives. In accordance with this policy 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). Yale University is a tobacco-free campus.