The Weinberg College of Arts and Sciences is reimagining traditional arts and sciences education in ways that prepare our students for success in an ever-changing, complex world. The College is the most comprehensive of Northwestern’s 12 schools, offering 47 majors to approximately 4,300 undergraduate students. Our goal is to develop in students a Northwestern Mindset – a flexible, adaptable view of the world that seeks to understand the pressing issues of today and transform them into the promising new opportunities of tomorrow. Staff who work in the College think creatively, work collaboratively, and are dedicated to building a strong community.
The hallmark of our distinctive educational model is diversity in all of its manifestations. We are committed to maintaining and enhancing the breadth and depth of our course offerings and to ensuring the intellectual and experiential diversity of our faculty and students. In short, we believe that diversity is an essential value that lies at the heart of our community and one that needs to be actively encouraged and pursued.
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. This position applies industry and professional standards, university policy and procedure, federal and state laws and other regulations. This role provides administrative &/or clerical support.
Please Note: This role requires the ability to move and lift at least 20lbs; Run on campus errands; Periodic Overtime.
Maintains & tracks individual budget accounts.
Coordinates annual budget process including tasks associated with the open/close processes.
Updates calendar, spreadsheets, templates & forms; monitors submissions.
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May analyze open encumbrances that are no longer valid & recommend appropriate modifications to ensure smooth processing of financial transactions.
Prepares expense reports, creates requisitions and receipts for faculty, staff and students.
Completes & maintains transactions in enterprise systems.
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.
Facilitates timely acquisition of materials and supplies.
Grants &/or Awards:
Completes post award accounting.
Sets-up sub-contracts &/or start-up research accounts.
Reconciles subcontract payments.
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.
Interprets existing University policies and procedures for compliance.
Instructs & advises regarding options and appropriate courses of action & follows-up inquiries to ensure customer satisfaction.
Completes other administrative &/or clerical activities such as organizing meetings; assists with hotel and airline reservations.
Maintains and distributes monthly preparation of budget summaries to PI.
Coordinates office, lab &/or building repairs & maintenance.
Special projects as assigned.
Assists with training of new staff members
Creates & provides financial training on practice, procedure, policy &/or laws & regulations to customers.
Provides guidance to junior employees.
Performs other duties as assigned.
High school diploma or the equivalent.
3 years accounting &/or bookkeeping experience or the equivalent combination of education & 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.
Preferred Qualifications: (Education and experience)
Experience in Higher Education financials
Preferred Competencies: (Skills, knowledge, and abilities)
Attention to Detail; Coachability; Customer Focus
As per Northwestern University policy, this position requires a criminal background check. Successful applicants will need to submit to a criminal background check prior to employment.
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.
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 highl...y collaborative environment. It provides students and faculty exceptional opportunities for intellectual, personal and professional growth.