Financial Administrator 2

Department: MED-Psych & Behavioral Science
Salary/Grade: EXS/7

Job Summary:

In order to be considered for this position, a cover letter is required.

This role supports the Department of Psychiatry and Behavioral Sciences by providing problem solving skills financial expertise.

Responsibilities include:

• Overseeing Accounts Payable And Receivable,
• Budgeting
• Reconciliation
• Payroll And Salary Administration
• Non-Sponsored Project Management
• And Reviewing Expenses For The Clinical Psychology Phd/Ma Program.

The position also handles activities such as:

• Expense Reimbursements
• Procurement Processes
• Chartfield Requests
• Cash Handling
• And Financial Analysis And Forecasting.

This role ensures that all activities are completed in compliance with associated local, state, federal, and institutional rules & regulations. While working collaboratively with central offices, this role ensures accurate, efficient, and compliant financial practices while providing guidance and insight to support decision-making and operational effectiveness.

Please note: The target budgeted salary for this position is $68,000 to $75,000 annually. Offers will be based on candidate experience and education, as well as equity within Northwestern University. This role is eligible for a hybrid work arrangement.

*Note: Not all aspects of the job are covered by this job description.

Specific Responsibilities:

Budget:

• Participates in determination of budget including fiscal resource allocation of appropriated, discretionary, endowment &/or gift revenues.
• Prepares analysis & reports.
• Provides account research.
• Assists with budget projects.
• Updates budget estimates & provides commitment tracking support for all financial activity.
• Ensures lead schedules are prepared.
• Guides units of responsibility through university budgeting and forecasting processes, reviews budget and forecasting submissions.
• Acts a Budget Office expert on units and functions within portfolio of responsibilities.
• Coordinates &/or provides information for the annual salary review process.
• Reviews & reconciles actual expenses to budget per NU Audit guidelines.
• Approves funds reallocation within budget as necessary & appropriate.

Analysis, Statements & Reporting:

• Creates monthly, annual, &/or project end analysis & reports regarding area/unit, awards, accounts, funds, payroll, expense &/or revenue allocation, etc. Reports may also be generated on an ad hoc basis to be shared with department administration and/or faculty as needed.
• Prepares financial analysis and lead schedules for supplies, equipment, &/or personnel decisions.
• Records journal entries and creates reports.
• Performs financial account reconciliations, statement analysis, and transaction research.
• Provides support for annual audit workpapers and quarterly financial statement workpapers.
• Maintains, and updates financial models and analysis.

Transactions:

• Provides review and oversight of all types of financial transactions, some of which may be complex in regard to size or duration of account.
• Enters individual &/or summary of transactions into journals &/or general ledger or other NU enterprise system.
• Reviews; ensures approval based on alternatives regarding practice & policy; analyzes and classifies transactions in accordance with established chart or coding of accounts; creates new accounts; prepares, processes, reconciles & provides receipts (as appropriate) for transactions.
• Processes transfer &/or appropriation charges & may balance &/or close accounts.
• Troubleshoots problems; performs vendor/account research as needed; obtains additional information from or provides instruction & guidance for customers/vendors; corrects or escalates.
• Maintains Chart of Account lists.
• Prepares & delivers bank deposits
• Accesses multiple banking systems to process transactions, retrieve information, &/or initiate wire transfers.
• Provides financial policy interpretation to determine the validity of customer requests & ensure compliance.
• Contacts outside agencies, banks &/or banking systems to obtain clarification of rules &/or regulations.
• Controls account availability for all chart strings.
• Provides support for internal &/or granting agency audit requests.
• Reviews status of related university accounts, transactions and processes; troubleshoots issues as needed.

Grants &/or Awards:

• Reviews PI funding status on a monthly basis.
• Works with Dept Administration & Research Administrators regarding financial grants management issues.
• Provides data for grant proposals; submits proposals
• Develops & administers budgets; coordinates IRB/IACUC, OSR/ASRSP transactions, & effort reporting.
• Interacts with faculty, staff & funders to build relationships, transfer knowledge, & advise on research policies & procedures.
• Monitors commitments and expenditures to ensure compliance with granting agency guidelines.
• Verifies accurate set up of sponsored project accounts.

Administration:

• Processes & presents data & information through the application of database, graphic & spreadsheet software.
• Obtains data by downloading from enterprise systems; develops and runs queries.
• Identifies sources for data & information to be used & completes special financial projects
• Performs general office support activities
• Manages operation of or interaction with a computer system or system processes that support the department (myHR, NUFinancials, NUPAD, COGNOS, CAESAR, NU Research Portal, NM via Citrix, Smartsheet, SharePoint, Excel).
• Ensures that area service level goals are met.

Training:

• Provides training and support to related university units or program participants; maintains website and training materials

Supervision:

• Provides work direction to others
• Supervises other employees
• Assists with hiring employees

Miscellaneous

Performed other duties

Minimum Qualifications: (Education, experience, and any other certifications or clearances)

• Successful completion of a full 4-year course of study in an accredited college or university leading to a bachelor's or higher degree in a major such as accounting, business administration, finance, or related; OR appropriate combination of education and experience.
• 4 years financial, budgeting &/or preparing account reconciliations or financial statements along with financial analysis or other relevant experience

Minimum Competencies: (Skills, knowledge, and abilities.)

• Strong proficiency in Excel for data analysis, reporting, and reconciliation
• Strong financial analysis and reporting skills
• Ability to provide responsive, high-quality financial support to faculty, staff, and institutional stakeholders
• Ability to communicate financial policies and information in a clear manner
• Ability to handle confidential information with discretion

Preferred Qualifications: (Education and experience)

• Experience with handling financial information in higher education medical department

Preferred Competencies: (Skills, knowledge, and abilities)

• Experience with creating and managing forms and dashboards in Smartsheet
• Experience with NU enterprise systems (myHR, NUFinancials, NUPAD, COGNOS, CAESAR, NU Research Portal, NM via Citrix)
• Able to think creatively and strategically to successfully mediate with individuals and groups
• Strong problem-solving and decision-making skills

Target hiring range for this position will be between $63,080 - 81,320 per year. Offered salary will be determined by the applicant's education, experience, knowledge, skills and abilities, as well as internal equity and alignment with market data.

Benefits:

At Northwestern, we are proud to provide meaningful and competitive benefits. The available benefits package for this position will include health, dental, vision, disability, and life insurance; paid vacation and holidays; paid medical/sick and parental leave; tuition benefits for the employee and dependents; pre-tax and flex spending accounts for commuting and dependent care; generous retirement savings options; and wellness programs. For a comprehensive overview of available benefits, including eligibility details, visit us at https://www.northwestern.edu/hr/benefits/index.html to learn more.

Work-Life and Wellness:
Northwestern offers comprehensive programs and services to help you and your family navigate life's challenges and opportunities and adopt and maintain healthy lifestyles.
We support flexible work arrangements where possible and programs to help you locate and pay for quality, affordable childcare and senior/adult care. Visit us at https://www.northwestern.edu/hr/benefits/work-life/index.html to learn more.

Professional Growth & Development:
Northwestern supports employee career development in all circumstances whether your workspace is on campus or at home. If you're interested in developing your professional potential or continuing your formal education, we offer a variety of tools and resources. Visit us at https://www.northwestern.edu/hr/learning/index.html to learn more.

Northwestern University is an Equal Opportunity Employer and does not discriminate on the basis of protected characteristics, including disability and veteran status. View Northwestern's non-discrimination statement. Job applicants who wish to request an accommodation in the application or hiring process should contact the Office of Civil Rights and Title IX Compliance. View additional information on the accommodations process.

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