Job Description
Reporting to the Operations Manager, this position will be responsible for delivering a full-range of high level administrative and financial support to the Department of Earth and Planetary Sciences. This position is responsible for transactional work including, but not limited to: processing high volume of P-Card charges and out of pocket reimbursements, requesting Spend Authorizations (Travel and Study Participant Advances), setting up purchase orders (PO-s), and submitting Supplier Invoice Requests (check requests). Will assist in approving and monitoring expenditures, maintaining departmental space plan, coordinating access, and assist with various department projects.Serves as principal source of information for students, staff, and faculty on Yale policies, procedures, forms, and activities and serves as primary faculty support. Executes special projects and routine activities in support of the department. Processes expenses for faculty, staff, and students, including, but not limited to processing supplier setup, processing invoices, expense reimbursement reports, supplier invoice requests, cash sales and purchase orders using the Workday financial application system. Ensures timely review of financial transactions and pending requests. Independently responds to, screens, and resolves or triages questions regarding financial information. Thorough knowledge of Yale forms, policies and procedures and financial monitoring. Working knowledge of Yale domestic and international travel forms, policies and procedures including ACH and wire transfers. Provides support in several areas including, department business office; administrative transactions; responsible for planning and coordinating events and seminars; handles all on and off boarding of all department members; inputs and verifies data for accuracy and integrity; establishes and executes schedules for recurring activities; coordinates the distribution of documents/correspondence to appropriate recipients to support processes and/or events. Serves as backup to other administrative professionals in the department.
Responsibilities + Skills
Excellent verbal, written, organizational and interpersonal skills; self-motivated, with the ability to take initiative, problem solve and exercise independent judgement. Ability to exercise discretion and maintain strict confidentiality and diplomacy in handling sensitive materials.
Education
Strong self-starter, who is adaptable, resourceful, and well-spoken, with a strong work ethic and professional demeanor.
Experience
