Careers at the ISM

The Yale Institute of Sacred Music, an interdisciplinary graduate center, educates leaders who foster, explore, and study engagement with the sacred through music, worship, and the arts in Christian communities, diverse religious traditions, and public life.   

Open Positions

Lead Administrator

posted September 21, 2018

Interested candidates should apply through the Careers at Yale website. When searching for the position, please use the reference number is 51922BR. 

NOTE: the job description under “Essential Duties” applies to all lead administrators at Yale.  Information specific to the ISM is described below under “General Purpose.”

Link to Yale University’s Nondiscrimination/Title IX Statements

General Purpose

Reporting to the Director of the Institute of Sacred Music (ISM) and business operations Senior Director, the Lead Administrator is a strategic administrative partner to the ISM leadership, the chief financial steward and leader of administrative support services for the department. Identify, mobilize, and ensure that the department’s faculty, students, fellows, and staff receive high quality administrative support in compliance with University policies and procedures. Direct, plan, and manage the comprehensive administrative support for all aspects of the Institute’s programs, including finance and budgeting, program operations, information systems, human resources, training and development for 17 non-faculty staff, facilities management, and student financial-aid. Manage annual operating budget of approximately $12 million; business operations and controls, grants and sponsored agreements, and administrative support for full and part-time faculty, research fellows, and post-doctoral associates. Participate in interdepartmental and community relations.

The ISM occupies 13,000 square feet of newly renovated space on 0.8 acres of land in Miller Hall, and 6,000 square feet in Sterling Divinity Quadrangle. The ISM is also responsible for sixteen pipe organs on campus, ten pianos and four harpsichords. In addition to core academic programs and support of campus chapels, the Institute sponsors one major international tour per year, and approximately 150 musical performances and other events.  The Institute manages nine vocal ensembles and five publications.

Essential Duties

  1. Strategic Partner:  Achievement of the organization’s mission and goals by working in close partnership with the Director, faculty, staff, students and service providers to develop and implement the organization’s strategy. Understands and monitors external and internal factors influencing the unit’s mission and goals. Plans for financial and non-financial resources required for the Unit to achieve its goals.  Supports unit and program leaders in conceptualizing, prioritizing, and planning new programs or program changes.  Supports, and when necessary drives, the Unit’s process for strategic planning with key faculty and staff.
  2. University Citizen: Connect the organization and the University through communication, alignment of priorities, implementation of initiatives, and active engagement in the organization’s or University administrative priorities.  Effectively represents Unit needs, challenges, and opportunities at the University level.  Proactively shares knowledge and best practices with others.
  3. Financial Analyst and Advisor:  Provide comprehensive financial information, analysis and advice to optimize use of the department’s financial resources. Create and update long range financial plan(s), reflecting all critical issues.  Identify available financial resources (current and future), and advise and deploy efficiently to best support department objectives.  Prepare all-funds budgets, analyze financial activities and performance against budget, make adjustments and take action as needed.
  4. Risk Management Administrator:  Implement and maintain strong internal controls to provide reasonable assurance of effective and appropriate resource use, accurate financial information, adherence to contractual obligations and agreements, policies, procedures, and external regulatory requirements.  Identify, communicate, address and escalate risks in a timely and appropriate manner to protect the assets, resources, information and reputation of the department and the University.  Ensure all faculty and staff understand the regulations and Yale requirements as they pertain to their scope of activity.
  5. Talent Manager and Developer:  Ensure the organization employs effective practices for retaining, attracting and developing talent in line with University guidelines and contractual agreements.  Ensure that all department staff participate in the University’s performance management and career development processes.  Ensure the needs of the department’s current and future talent are assessed periodically and that issues are addressed, facilitating the movement of talent where appropriate and developing Business Operations staff.  Cultivate a diversity of backgrounds and perspectives in the department.  Assure that the department follows appropriate School and University policies and procedures related to Human Resources.
  6. Administrative Services Leader:  Ensure efficient and effective completion of all administrative and financial services provided to the department.  Ensure high quality delivery of administrative services by providers outside the department, including human resources, information technology, procurement, student services, post-doctoral affairs and faculty affairs.  Establish, monitor, and meet or exceed targets for operational excellence.  Identify and implement opportunities to achieve continuous improvement of processes.  Responsible for building and managing a team of high-performance administrative and financial professionals.

Education and Experience

  1. Bachelor’s degree in Business, Accounting, or a related field and eight years of progressively responsible experience in an administrative/supervisory capacity; or an equivalent combination of education and experience.
  2. Thorough working knowledge of finance, fund accounting and financial reporting analysis.
  3. Experience preparing budgets, forecasts and financial plans; integrating multiple, complex pieces of financial information to identify themes, trends, and issues.
  4. Experience in a highly regulated organization.
  5. Preferred: MBA or an advanced degree. 

Skills and Abilities

  1. Well-developed managerial, decision-making, planning, organizational, problem-resolution and leadership skills.
  2. Demonstrated ability to manage people on a day-to-day basis and inspire a high level of commitment and performance. 
  3. Excellent written and oral communication skills.  Ability to adapt communication style to address the needs of individuals at all levels throughout the University.
  4. High-level strategic planning skills,
  5. Visionary with ability to influence. Ability to generate a strategic vision and to influence people to achieve this vision.
  6. Ability to negotiate skillfully with both internal and external constituents.
  7. Ability to anticipate changes in the business environment and proactively manage change.
  8. Strong computer skills including Excel.
  9. Solid understanding of internal control concepts and the implementation of internal control systems in a complex business environment.

Preferred Skills

  1. Knowledge of Yale’s administrative policies and procedures.
  2. Work experience or training in multiple aspects of the ISM’s mission.