Financial Assistant

Overview

As part of the Genetics Department Business Office team and reporting to the Associate Director of Operations, the Financial Assistant 4 delivers a full range of high‑level financial support to the Genetics Department at Yale University.

• Reconciles and analyzes financial statements to ensure compliance with University and external policies, including Yale’s monthly financial review guidelines.
• Interprets and applies University financial policies and procedures, including international policies, to proactively manage departmental funds.
• Identifies financial risks and trends to support informed decision‑making by department leadership.
• Prepares financial reports in Workday and other reporting platforms.
• Assists unit managers with quarterly and annual budget preparation.
• Prepares journal entries and accounting adjustments, including departmental USP billing.
• Maintains and tracks invoices for accounts payable and receivable.
• Maintains, updates, and tracks the department’s Moveable Equipment Inventory (MEI), including annual audits.
• Updates department master spreadsheets, including the ITS/Telecom list.
• Prepares purchase requisitions and expense reports.
• Provides coverage support for the administrative team as needed.
• Performs other duties as assigned.

• Advanced PC proficiency, including strong working knowledge of Microsoft Excel, Word, Outlook, and PowerPoint, as well as Adobe applications.
• Excellent interpersonal skills with a demonstrated ability to collaborate effectively with a diverse group of stakeholders and manage competing priorities with professionalism.
• Strong verbal and written communication skills, with the ability to convey information clearly, tactfully, and effectively.
• Demonstrated accuracy and meticulous attention to detail in all work products, including data entry, reconciliation, and documentation.
• Proven ability to multitask and meet demanding deadlines; follows through with enthusiasm and flexibility, works well independently and as part of a team, and maintains excellent attendance and punctuality.

• Bachelor’s degree in Accounting, Finance, or a related field; knowledge and practical experience applying federal and non‑federal compliance guidelines, as well as Yale University financial policies and procedures, to support accurate reconciliations, reporting, and monthly/quarterly reviews.
• Working knowledge of Materials and Transfer Agreements (MTA), including documentation and coordination requirements that impact departmental operations and compliance.
• Experience supporting or managing Internal Service Provider (ISP) processes, including billing, cost allocations, and related journal entries/adjustments.
• Proficiency with Workday and Yale financial systems/tools to prepare reports, process transactions, and support budget monitoring and decision‑making.
• Familiarity with Sci Quest and other financial management tools for requisitions, purchasing workflows, invoice tracking, and expense processing.

• Drafts preliminary financial sections of proposals.
• Reviews all proposals for accuracy, completeness, and compliance to grantor and University requirements and regulations.
• Monitors, controls, and maintains financial activity of accounts; ensures expenditures are posted to proper accounts; identifies, researches, and corrects questionable expenditures.
• Serves as the principal source of information on financial policies and procedures and financial activity.
• Reconciles and analyzes financial statements; prepares standardized and specialized financial reports and analyses.
• Oversees and instructs support staff.
• Oversees the maintenance of financial records and files.
• Assists with the development and implementation of systems and procedures.
• May calculate weekly payroll for department staff.
• Performs clerical functions incidental to accounting activities.

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…