Bargaining Unit: None - Not included in the union (Yale Union Group)
Time Type: Full time
Duration Type: Regular
Compensation Grade: Administration & Operations
Compensation Grade Profile: Supervisor; Senior Associate (22)
Work Location: Medical School Campus
Worksite Address: 789 Howard Avenue, New Haven, CT 06519
Work Week: Flexible or Non-Standard (for anything other than Standard)
Searchable Job Family: Administration
Total # of hours to be worked: 37.5
Work Days/Hours (Other than Standard): Based on dept. need.

Position Focus:

Working under the direction of the PET Center Financial Supervisor and exercising a considerable amount of discretion and independent judgement, provides a high level of customer service and financial support to the PET Center ISP and external customers. Interacts with all levels of the Finance organization and the Yale community. This position will support both the PET Center ISP and a wide variety of contracts & other agreements with external parties. In addition, we are seeking a candidate that exhibits curiosity, resourcefulness and consistent high ethical standards and the ability to work collegially with co-workers and others to resolve problems and conflicts in a constructive manner.

1. Oversees account reconciliations for the PET Center ISP, industry contracts and faculty discretionary accounts totaling ~$7.5M annually. Monitors, controls, and maintains financial activity of these accounts including reviewing & submitting invoices; researching questionable transactions; resolving discrepancies with vendors; submitting cash sale deposits; and, initiating corrective action as needed by preparing journals and payroll accounting adjustments. Escalates concerns to Financial Supervisor.
2. Manages monthly ISP billing including invoicing external customers. Tracks incoming payments and follows up with external customers as needed for overdue payments. Process arterial line billing. Ensures compliance with internal & external billing and reporting needs.
3. Acts as primary source of information to PIs and other research staff regarding PET Center rates, billing practices and researches & responds to questions regarding services that have been charged out.
4. Develops and maintains a database of all legal, reporting and other requirements pertaining to material transfer agreements, confidentiality/nondisclosure agreements, clinical trial agreements, preclinical research agreements, service agreements and any other contracts under the PET Center.
5. Manage process flow for large orders, e.g. equipment purchases and maintenance agreements.
6. Support industry contracts including budget preparation & drafting/reviewing financial sections of agreements/work orders; reviewing agreements for completeness and routing as appropriate to OSP, e.g. IRES PD, GCAT mailbox; ensures ePayment report is reviewed by research assistants to confirm charges; working with YSM Invoicing/OSP and appropriate faculty/research staff, prepare invoice backup, internal forms & ensure invoicing is submitted to sponsor in a timely fashion; manage reporting activities and ensure compliance with sponsor, University and other requirements. Manage closeout process.
7. Assist with budget preparation for PET Center ISP; maintain budgets for clinical trial- and preclinical research agreements in YBT/WD.
8. Prepare standardized and specialized financial reports & analyses utilizing multiple sources of information including preparation of standardized departmental reports. Maintain financial and other records related to PET ISP, contracts, etc. and ensure compliance with University and sponsor requirements.
9. Assist Financial Supervisor and Financial Analyst-Post Award with maintenance of labor schedules.
10. Perform other duties as assigned.

Essential Duties

1. Financial Analysis and Reporting: Analyzes information and creates accurate and timely reports that add value to the management of University operations. Applies GAAP to report out on financial conditions. Ensures financial reporting meets the compliance needs of internal and external users. Extracts data from multiple sources.
2. Financial Methods and Systems: Recommends methods to improve practices, processes and systems. Works with internal and external contacts to carry out department objectives. Provides a high level of service that cultivates and maintains strong working relationships and effectively communicates information; takes ownership and accountability for timeliness, accuracy and relationship management.
3. Accounting and Reconciliation: Accurately records enterprise or subsystem transactions to balance sheets, income statements, and other financial records. Performs reconciliations; navigates through systems and reporting tools to independently resolve routine and non-routine discrepancies. Applies entries to the general ledger or subsystems and ensures adherence to GAAP, regulatory requirements and financial reporting considerations. Communicates effectively to unit leadership.
4. Strategic Resource: Translates unit finance objectives into priorities. Reports financial issues and risks and makes recommendations. Contacts appropriate stakeholders to include in communications and approvals.
5. Compliance and Risk Management: Establishes, implements and/or maintains strong internal controls in areas of assigned responsibility to provide reasonable assurance of effective and appropriate resources use, accurate financial information, and adherence to contractual obligations and agreements, policies, procedures, and external regulatory requirements.
6. May perform other duties as assigned.

Required Education and Experience

Bachelor’s degree in Accounting, Business, Economics or Finance and two years of related experience or an equivalent combination of education and experience. Demonstrated application of financial, accounting and economic concepts.

Required Skill/Ability 1:

Proven ability to work in a fast-paced, high-volume business office demonstrating consistency, high levels of accuracy despite interruptions and the ability to manage priorities.

Required Skill/Ability 2:

High level of proficiency in Excel and Word.

Required Skill/Ability 3:

Knowledge and understanding of GAAP.

Required Skill/Ability 4:

Well-developed written, verbal, organizational, interpersonal and problem-solving skills with the ability to apply existing knowledge and logic to solve problems.

Required Skill/Ability 5:

Ability to work both independently and as part of a team as well as the ability to provide quality customer service exercising flexibility, creative problem-solving skills and resourcefulness.

Preferred Education, Experience and Skills:

Demonstrated ability to take initiative to resolve ongoing workflow and other issues. Demonstrated leadership and project management skills. Working knowledge of relational database function and design. Demonstrated working knowledge of Workday, Yale Budgeting Tool or similarly complex systems including preparation of journal entries.

Weekend Hours Required?

Occasional

Evening Hours Required?

Occasional

Drug Screen

No

Health Screening

No

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 www.yale.edu/hronline/careers/screening/faqs.html for additional information on the background check requirements and process.

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 TitleIX@yale.edu, or to the U.S. Department of Education, Office for Civil Rights, 8th Floor, Five Post Office Square, Boston MA 02109-3921. Telephone: 617.289.0111, Fax: 617.289.0150, TDD: 800.877.8339, or Email: ocr.boston@ed.gov.

Note

Yale University is a tobacco-free campus