Financial Assistant, Yale Peabody Museum and IPCH

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Overview

The YPM & IPCH Financial Assistant 4 provides comprehensive financial and administrative support to the Yale Peabody Museum (YPM) and the Institute for the Preservation of Cultural Heritage (IPCH). Monitors, controls, and maintains financial activity of accounts. Ensures expenditures are posted to proper accounts and that all financial and operational transactions are transparent and compliant with university policies. Identifies, researches, and corrects questionable expenditures. Serves as a principal source of information on financial policies and procedures. Prepares detailed financial reports. Assists in the development and implementation of financial systems and procedures to enhance efficiency and compliance. Responsibilities include, but are not limited to, expense reports, payroll monitoring and adjustments, journal entries, procurement, credit card reconciliations, sales tax, cash handling, gift processing, and financial monitoring using systems like Workday.

About YPM: The Yale Peabody Museum, one of the world’s leading institutions for research and education in the natural sciences, offers a stimulating and dynamic environment for professionals passionate about science and history. The newly renovated museum is home to remarkable collections that span paleontology, anthropology, and geology.  YPM is dedicated to advancing knowledge through innovative exhibits, cutting-edge research, and engaging educational initiatives. Working at YPM means contributing to a legacy of discovery and exploration, all within the vibrant intellectual community of Yale University.

About IPCH:  The Institute for the Preservation of Cultural Heritage (IPCH) advances the preservation of cultural heritage through interdisciplinary research, conservation practice, and educational opportunities. Within the Yale Collections community, IPCH is the programmatic hub of expertise in analytical and data sciences, conservation and preservation, and global heritage exchanges. Working with Yale’s museums and libraries as well as partners in the Global South, IPCH develops and applies scientific, humanistic, and practice-based methods to study and preserve material culture, while strengthening the cultural heritage field through sustained collaborations, teaching, outreach, and training programs.

This is a full-time on-campus position, splitting time between the Yale Peabody Museum in New Haven and at Yale West Campus.

Required Skills and Abilities
1. Strong understanding of general accounting principles and financial management, including journal entries, cost transfers, and reconciliations.
2. Excellent written and verbal communication skills, with the ability to work effectively with diverse groups and provide high-level customer service.
3. Demonstrated proficiency with computer applications, especially Excel, and financial reporting systems.
4. Well-developed organizational skills, attention to detail, and the ability to manage multiple tasks efficiently in a high-volume environment.
5. Ability to exercise independent judgment, maintain strict confidentiality, and demonstrate initiative in problem-solving.

Preferred Skills and Abilities

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

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

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

4. Prior experience in a higher education setting, providing financial support to faculty, staff, and students, and/or in museum or non-profit organizations.

5. Familiarity with sponsored research, including pre-award and post-award processes.

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