Project Assistant

Yale Administrative Support Position

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!

Under the direction of the Associate Director of Operations Finance, provides high level financial and administrative support for Facilities to facilitate finance operations functions. Responsible for providing accounting and administrative support to the unit, including accounts payable, customer billing inquiries, insurance claim support, cash sales, and other related functions. This position will work collaboratively with other internal and external departments, as well as Facilities staff.

1. Knowledge of general accounting practices. High degree of proficiency in database and Word, Excel, PowerPoint, and Microsoft Project. Ability to work with and maintain project management applications and software
2. Creative problem-solving skills, work well with minimal supervision, coordinate multiple tasks simultaneously, highly attentive to detail and accuracy.
3. Ability to follow through on assignments independently and work as a team towards goals.
4. Demonstrated excellent attendance and punctuality. Strong interpersonal and communication skills, both verbal and written. Ability to maintain confidentiality and handle sensitive information with discretion and tact.
5. Excellent organization skills, self motivation with the ability to take initiative to assume responsibility and ownership of challenges. Strong sense of customer service and responsiveness to internal and external requests and needs.

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.