Additionally, the Financial Assistant provides day-to-day financial & accounting support using an advanced knowledge of applicable skills, methods & practices & some innovation, analysis, & reasoning to choose appropriate alternatives from among pre-defined policies & procedures to complete work that includes successive steps & involves some non-routine problems &/or decisions. Applies industry and professional standards, university policy and procedure, federal and state laws and other regulations.
Maintains & tracks individual budget accounts
Forecasts updated budget estimates as needed.
Coordinates annual budget process including tasks associated with the open/close processes.
Provides reports to managers/PIs in tracking payment status & notification when balances & activities do not comply with policy, procedures or are inadequately prepared.
Creates reports & queries; reviews for incomplete records, data entry errors, &/or accounting mistakes.
May analyze open encumbrances that are no longer valid & recommend appropriate modifications to ensure smooth processing of financial transactions.
Assists with monthly/quarterly/annual journal entries, reports, and statements.
Completes, & maintains transactions in the enterprise systems.
Provides review and oversight of all types of financial transactions some of which may be complex in regard to size or duration of account.
Reviews; ensures approval based on alternatives regarding practice & policy.
Performs vendor/account research as needed.
Obtains additional information from or provides instruction & guidance for customers/vendors; corrects or escalates.
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.
Enters information into database.
Processes and reconciles expenses, accounting transfers, and/or appropriation changes.
Grants &/or Awards:
Completes post award accounting.
Processes expenditures on travel, consulting &/or equipment, along with various forms, such as Intra Institutional Vouchers, Requests for Accounting Corrections, the Research Assistant and Scholarship Appointments, &/or payroll adjustments, in accordance with granting agency guidelines & University policies & procedures.
Processes subcontract payments according to rules & regulations of granting agencies.
Reconciles subcontract payments.
Verifies payroll funding entries.
Corrects charges to various accounts.
Provides excellent customer service, over the phone and in person answering standard questions regarding status of requests, policies and procedures for processing transactions, &/or instructions for completing paperwork.
Instructs & advises regarding options and appropriate courses of action & follows-up inquiries to ensure customer satisfaction.
Provides administrative support in regard to HR matters such as hiring, onboarding, benefits, compensation, etc.
Completes other administrative &/or clerical activities such as organizing meetings; reserving AV equipment.
Processes and presents data and information through the application of database, graphic, and spreadsheet software.
Prepares, creates, maintains, and tracks the budget (and all financial aspects) of special events and programs organized by the unit.
Arranges and coordinates travel for participants. Independently communicates with all parties involved including obtaining the necessary contract approval from appropriate University personnel as appropriate.
Processes Add Pays, Special Pays, and Independent Contractor payments.
Assists with training of new staff members.
Creates & provides financial training on practice, procedure, policy &/or laws & regulations to customers.
Performs other duties as assigned
High school diploma or the equivalent.
3 years accounting &/or bookkeeping or other relevant experience.
Minimum Competencies: (Skills, knowledge, and abilities.)
Excellent computer skills including proficiency in the use of spreadsheet, database and word processing software.
Familiarity with financial reporting.
Attention to detail and accuracy.
Ability to work independently; strong personal initiative and resourcefulness.
Knowledge and experience processing basic financial transactions and payroll procedures.
Preferred Qualifications: (Education and experience)
Bachelor’s Degree in Accounting, Business Administration, Finance or related field; OR 1 year financial administration work experience; OR equivalent combination education and experience where similar knowledge, skills, and abilities may be acquired.
1 year financial, budgeting, and/or preparing account reconciliations or financial statements along with financial analysis experience.
1 year experience and excellent track record independently coordinating travel and finances for small programs.
Preferred Competencies: (Skills, knowledge, and abilities)
Familiarity and experience with NU financials and Payroll procedures.
Northwestern University is an Equal Opportunity, Affirmative Action Employer of all protected classes, including veterans and individuals with disabilities. Women, racial and ethnic minorities, individuals with disabilities, and veterans are encouraged to apply. Hiring is contingent upon eligibility to work in the United States.
Internal Number: 37584
About Northwestern University
Northwestern University is a major private research university with 12 academic divisions located on three campuses in Evanston, Chicago, and Education City in Doha, Qatar. We have approximately 2,500 full-time faculty members, 17,000 graduate and undergraduate students, and over 5,700 full and part-time staff. Northwestern University combines innovative teaching and pioneering research in a highly collaborative environment. It provides students and faculty exceptional opportunities for intellectual, personal and professional growth.