Alumni Relations and Development at Northwestern University is dedicated to advancing the mission of Northwestern University as a premier research and teaching institution. Guided by the University’s strategic priorities, we nurture lifelong, mutually beneficial relationships with alumni, parents, friends, and organizations that result in volunteer engagement and philanthropic support. We seek to employ a diverse range of people who understand the importance of our mission and vision. When you consider a career at Northwestern University, you know that you are joining an institution with a deep history of academic, professional and personal excellence.
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 predefined policies & procedures to complete work that includes successive steps & involves some non-routine problems &/or decisions. This role applies industry and professional standards, university policy and procedure, federal and state laws and other regulations.This position provides administrative &/or clerical support.
The Financial Assistant supports Alumni Relations and Development’s (ARD) financial operations, helping to ensure compliance of University and department policies, troubleshooting financial administration issues, monitoring budget activity, and assisting with revenue management. Regular responsibilities include financial transaction review, training and customer service for coworkers using financial systems, and budget reporting. This role collaborates with other members of the ARD Finance and Administration team, along with client team members, to ensure financial activities are completed in a timely, accurate, and compliant manner, while maintaining a high level of customer service.
Budget & Financial/Accounting
Maintains & tracks individual budget accounts.
Coordinates annual budget process including tasks associated with the open/close processes.
Updates calendar, spreadsheets, templates & forms; monitors submissions.
Completes reconciliation procedures.
Creates summary reports.
Coordinates &/or provides information for annual salary review process.
Completes & maintains transactions in 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.
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.
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.
Coordinates office, lab &/or building repairs & maintenance.
Performs other duties as assigned.
High School diploma or equivalent.
3 or more years of relevant experience.
3 years’ accounting &/or bookkeeping or other relevant experience.
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.