Financial Assistant

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Overview

The Financial Assistant 4 provides comprehensive financial and administrative support in the Yale College Business Office. This position supports a high volume of financial and operational transactions, ensuring accuracy, timeliness, transparency, and compliance with University policies and procedures. The role serves as a key resource for financial processes and policy guidance, prepares routine and ad hoc reports, and supports continuous improvement of business office procedures and controls.

1. Student employment support- Oversee student employment processes. Monitor student hire requests and departmental approvals to ensure timely processing. Approve student hire requests for designated Yale College offices and support offices that process their own student hiring. Monitor delinquent student timesheet reports and follow up with supervisors regarding outstanding timecards requiring approval.

2. Onboarding coordination- Oversee processing related to onboarding of new hires, transfers, promotions, and casual employees. Coordinate access, technology, and related setup with Business Office partners to ensure onboarding and required set-up are completed accurately and in a timely manner.

3. Offboarding coordination- Oversee offboarding for terminating or transferring employees. Ensure managers complete the required offboarding checklist and provide documentation to the Business Office.

4. P-Card administration- Manage the p-card process for Yale College. Request p-cards for eligible new employees; cancel cards for terminating employees; ensure appropriate limits are established. Monitor outstanding transactions and communicate processing deadlines to cardholders. Serve as the primary point of contact for p-card inquiries received by the Business Office.

5. Technology inventory coordination- Maintain an inventory of Yale College computers and coordinate with IT to replace devices according to established schedules.

6. Faculty appointment processing liaison- Serve as the Yale College liaison with the Provost’s Office and Faculty Administrative Services for processing faculty appointment forms. Work closely with the College Seminars coordinator to support faculty data collection forms for new and returning College Seminars instructors, as well as faculty appointments for First-Year Seminars, ROTC, and other Yale College faculty appointments.

7.  Monthly reconciliations – Use excel, Workday and third party systems to reconcile credit card and electronic revenue, and follow up as necessary.

8. Student payments processing- Assist Yale College departments by processing student payments through the PandA batch system.

9. Financial transactions and reporting - Use Workday to retrieve information and prepare financial reports. Prepare and process journal entries, expense reports, supplier invoice requests, and labor adjustments as needed, ensuring adherence to University policies and procedures and maintaining appropriate documentation.

10. Cell phone usage review- Perform monthly review of Yale College cell phone usage for reasonableness and follow up as needed.

11. Support special projects for the Yale College Director of Finance and perform other duties as assigned.

The current hybrid work schedule for this position is 4 days on campus with 1 remote workday. You may be required occasionally to work on site more often in a given week due to operational needs. In the event, the university/department transitions to being on campus five days a week, either temporarily or permanently, the hybrid schedule will be suspended or subject to change at management discretion

Required Skills and Abilities

1. Demonstrated ability to take a proactive approach to identifying issues and supporting resolution.

2. Strong written and verbal communication skills; ability to work effectively with diverse groups and provide high-level customer service.

3. Proficiency with computer applications, including Excel, and experience using financial reporting systems.

4. Strong organizational skills, attention to detail, and ability to manage multiple priorities effectively in a high-volume environment.

5. Ability to exercise independent judgment, maintain confidentiality, and demonstrate initiative in problem-solving.

Preferred Skills and Abilities

1. Experience with Workday and advanced Excel skills.

2. Experience in a higher education environment providing administrative and financial support to faculty, staff, and students.

3. Knowledge of general accounting principles and financial management practices.

Principal Responsibilities

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.

Job Posting Date

10/05/2026

Job Category

Administrative Support

Bargaining Unit

L34

Compensation Grade

Labor Grade D

Compensation Grade Profile

Hourly Range

$31.83

Time Type

Full time

Duration Type

Staff

Work Model

Hybrid

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 basedon 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.

Health Requirements

Certain positions have associated health requirements based on specific job responsibilities. These may include vaccinations, tests, or examinations, as required by law, regulation, or university policy.

Posting Disclaimer

The hiring rate of a role is determined in accordance with the provisions outlined in the respective collective bargaining agreement.

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 position. Employees will be assigned specific job-related duties throughtheir hiring department.

The University is committed to basing judgments concerning the admission, education, and employment of individuals upon their qualifications and abilities and seeks to attract to its faculty, staff, and student body qualified persons from a broad range of backgrounds and perspectives. In accordance with this policy and as delineated by federal and Connecticut law, Yale does not discriminate in admissions, educational programs, or employment against any individual on account of that individual’s sex, sexual orientation, gender identity or expression, race, color, national or ethnic origin, religion, age, disability, status as a special disabled veteran, veteran of the Vietnam era or other covered veteran.

Inquiries concerning Yale's Policy Against Discrimination and Harassment may be referred to the Office of Institutional Equity and Accessibility (OIEA).

Note

Yale University is a tobacco-free campus.