Financial Assistant

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Job description

Essential Duties

1. Drafts preliminary financial sections of proposals. 2. Reviews all proposals for accuracy, completeness, and compliance to grantor and University requirements and regulations. 3. Monitors, controls, and maintains financial activity of accounts. Ensures expenditures are posted to proper accounts. Identifies, researches, and corrects questionable expenditures. 4. Serves as the principal source of information on financial policies and procedures and financial activity. 5. Reconciles and analyzes financial statements. Prepares standardized and specialized financial reports and analyses. 6. Oversees and instructs support staff. 7. Oversees the maintenance of financial records and files. 8. Assists with the development and implementation of systems and procedures. 9. May calculate weekly payroll for department staff. 10. Performs clerical functions incidental to accounting activities.

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 degree; or little or no work experience and a Bachelor degree in a related field; or an equivalent combination of experience and education.

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. Please visit for additional information on the background check requirements and process.

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 set-ups, purchase orders, journal entries, cash sales, and cash advances. Assist with payroll functions; coordinate and monitor student payroll, prepare faculty compensation forms, prepare payroll accounting adjustments and other payroll corrections. Ensure transactions are posted to the proper accounts. Research and correct erroneous transactions and questionable expenditures.

Prepare standard financial reports; create spreadsheets and financial analysis as needed. Run and review expense management and student payroll reports as outlined in the monthly financial review checklist. Compile and review financial data needed for the monthly sales tax report.

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.

Oversees 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 this Position Focus and the Required Skills and Abilities below for the most accurate information about this role.

Preferred Education, Experience and Skills:

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

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.

Affirmative Action Statement:

Yale University considers applicants for employment without regard to, and does not discriminate on the basis of, an individual's sex, race, color, religion, age, disability, status as a veteran, or national or ethnic origin; nor does Yale discriminate on the basis of sexual orientation or gender identity or expression. Title IX of the Education Amendments of 1972 protects people from sex discrimination in educational programs and activities at institutions that receive federal financial assistance. Questions regarding Title IX may be referred to the University's Title IX Coordinator, at , or to the U.S. Department of Education, Office for Civil Rights, 8th Floor, Five Post Office Square, Boston MA 02. Telephone: , Fax: , TDD: , or Email: .