Financial Assistant, Yale Ventures

Yale Ventures Financial Operations Manager

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Salary: $31.83

Overview

Under direction of the Operations Manager, this position will provide a broad range of financial and administrative business services to support Yale Ventures operations. Oversees the distribution of commercialization income, including royalties, milestones, annual fees, patent reimbursements, material transfer agreements, and similar payments. This role ensures accurate and timely financial processing, reporting, and compliance with institutional policies and contractual obligations. Process entries using Workday Financials including Supplier Setups, Supplier Invoice Requests, Expense Reports, Journal Entries, Purchase Orders, Cash Deposits and Monthly Accruals. This position handles procurement inquiries, financial reconciliations and serves as a key resource for staff on financial policies. Additionally, the role involves tracking and re-establishing contact with lost inventors and maintaining accurate financial records.

Key Responsibilities

Commercialization Income Distribution Management:

• Process commercialization income distributions, ensuring accurate calculations.
• Set up and maintain Suppliers in Workday. Request new Workday Projects as needed.
• Maintain specialized royalty files, records, and distribution lists.
• Notify faculty and outside institutions about the status of income distributions.
• Track and locate lost inventors using resources like alumni databases, public records, and other tracking tools.

Financial Processing & Compliance:

• Process cash deposits, payments to inventors, journal entries for inter-departmental and external transfers. Work with Treasury to accurately record wire payments received.
• Maintain the Technology Transfer financial system database, track checks received, approved and pending distributions, recovery of legal expenses, and reimbursements.
• Ensure financial records are accurate, up-to-date, and completed timely.
• Assist in the completion of the Monthly Financial Review Checklist.

Accounts Payable & Procurement Coordination:

• Manage accounts payable and procurement activities for Yale Ventures.
• Serve as the primary contact for financial transactions related to procurement and vendor payments.
• Resolve AP holds to ensure smooth operations.

Financial Reporting & Reconciliation:

• Prepare standardized and specialized financial reports, ensuring accuracy.
• Identify, research, and resolve discrepancies. Correct questionable transactions and follow up to maintain compliance with accounting policies.
• Reconcile monthly financial statements and ensure expenditures are appropriately charged.

Stakeholder Communication & Database Management:

• Serve as the primary point of contact for faculty, staff, and external stakeholders regarding financial transactions and policies.
• Provide guidance to faculty and staff on financial policies and assist with completing routine financial forms.
• Maintain and update the contact database, ensuring accuracy.

Required Skills and Abilities

1. Strong understanding of general accounting principles and financial management.

2. Excellent analytical, organizational, and problem-solving skills. Ability to exercise independent judgment, maintain strict confidentiality.

3. Strong communication and interpersonal skills for working with diverse stakeholders.

4. Strong attention to detail and ability to manage multiple tasks effectively.

5. Well-developed organizational skills, attention to detail, and the ability to manage multiple tasks efficiently in a high-volume environment.

Preferred Skills and Abilities

1. Bachelor's degree in Accounting, Finance, or a related field; experience with Workday and advanced Excel skills.

2. Experience in financial management, revenue distribution, or technology transfer preferred, including journal entries, cost transfers, and reconciliations.

3. Experience with university financial systems and knowledge of institutional financial policies and procedures.

4. Strong analytical skills and experience with financial forecasting and budget management.

5. Prior experience in a higher education setting, providing financial support to faculty, staff, and students.