Financial Assistant

Position Focus :

Reporting to the Operations Manager at the Yale School of Architecture and with latitude for exercising discretion and independent judgment, provide a high level of financial, operational and administrative support to ensure that faculty, students and staff at the School receive high quality service in a manner compliant with University policies and procedures.

Responsibilities include provide business process support for multi-step, complex transactions that include, but are not limited to, expense reimbursements, supplier invoices, supplier invoice requests, vendor setups, purchase orders, journal entries, cash sales, and cash advances. Act as the primary point person for matters related to asset tracking and Sponsored Identity requests. Assist with payroll functions; coordinate and monitor student payroll, initiate faculty appointments and compensation, prepare payroll accounting adjustments and maintain costing allocations. Ensure transactions are posted to the proper accounts. Research and correct erroneous transactions and questionable expenditures.

Prepare standard financial reports; create spreadsheets and analyze data as needed. Run and review expense management and student payroll reports as outlined in the monthly financial review checklist. Serve as a source of information to the School of Architecture community on financial policies and procedures and financial activity. Assist students, faculty and staff with the preparation and submission of forms or requests related to onboarding, reimbursements, honorariums and other administrative or financial matters. Oversee the maintenance of financial records and files. Perform clerical functions incidental to financial and administrative activities.

Please note that the responsibilities listed below in the "essential duties" section may or may not be pertinent to this position. Please refer to the Position Focus and the Required Skills and Abilities below for the most accurate information about this role.

Essential Duties

1. Processes financial documents, payrolls and deposits of funds. Ensures expenses and revenue are posted to proper accounts. 2. Serves as principal source of information on financial policies, procedures and financial activity. 3. Instructs departmental personnel in financial aspects of their jobs. 4. Serves as petty cash cashier. 5. Reconciles and analyzes financial statements. Identifies, researches and corrects questionable financial activity. 6. Prepares standardized and specialized financial reports and analyses. 7. Serves as Notary Public. 8. Assists with the development and implementation of systems and procedures. 9. Oversees the maintenance of financial records and files. 10. May perform other duties as assigned.

Required Education and Experience

Six years of related work experience, four of them in the same job family at the next lower level, and a high school-level education; or four years of related work experience and an Associate’s degree; or little or no work experience and a Bachelor’s degree in a related field; or an equivalent combination of demonstrated experience and education.

Required Skill / Ability 1 :

Demonstrated ability to understand, manage and follow-up with multi-step transactions and processes. Well-developed organizational skills, attention to detail and accuracy. Ability to multitask and integrate several functions together, remain focused with frequent interruptions and independently prioritize work to meet deadlines.

Required Skill / Ability 2 :

Demonstrated ability to run and interpret financial reports from large financial applications, such as Workday. Proficiency in Microsoft Excel, including demonstrated ability to manipulate data and develop financial reports within spreadsheets.

Required Skill / Ability 3 :

Excellent customer service, written and oral communication skills. Ability to handle extremely sensitive information in a highly confidential manner.

Required Skill / Ability 4 :

Excellent attendance and punctuality record required. Highly motivated individual; strong self-starter with proven ability to demonstrate initiative and follow through on assignments.

Preferred Education, Experience and Skills :

Bachelor’s degree in a related field and at least 4 years related work experience. Demonstrated experience in an academic department preferred. Strong knowledge of Yale financial policies and procedures, travel guidelines, expense reimbursements, honoraria and faculty appointments. Familiarity with Workday Financials.

Physical Requirements

Ability to sit for long periods of time.

Drug Screen

Health Screening

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.

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.