Job Summary: The Financial Assistant provides day-to-day financial and accounting support using an advanced knowledge of applicable skills, methods and practices and some innovation, analysis, and reasoning to choose appropriate alternatives from among pre-defined policies and procedures to complete work that includes successive steps and involves some non-routine problems and/or decisions. Applies industry and professional standards, university policy and procedure, federal and state laws and other regulations. This role provides administrative and/or clerical support.
Maintains and tracks individual budget accounts.
Coordinates annual budget process including tasks associated with the open/close processes.
Updates calendar, spreadsheets, templates and forms; monitors submissions.
Completes reconciliation procedures.
Creates summary reports.
Coordinates and/or provides information for annual salary review process.
Provides reports to managers/PIs in tracking payment status and notification when balances and activities do not comply with policy, procedures or are inadequately prepared.
Creates reports and queries; reviews for incomplete records, data entry errors, and/or accounting mistakes.
May analyze open encumbrances that are no longer valid and recommend appropriate modifications to ensure smooth processing of financial transactions.
Completes and 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 and policy.
Performs vendor/account research as needed.
Obtains additional information from or provides instruction and guidance for customers/vendors; corrects or escalates.
Accesses multiple banking systems to process transactions, retrieve information, and/or initiate wire transfers.
Provides financial policy interpretation to determine the validity of customer requests and ensure compliance.
Contacts outside agencies, banks and/or banking systems to obtain clarification of rules and/or regulations.
Enters information into database.
Grants and/or Awards:
Provides assistance regarding grant financial administration such as preparing financial information for grant submission.
Completes post award accounting.
Sets-up sub-contracts and/or start-up research accounts.
Modifies grant budgets.
Approves expenditures on travel, consulting and/or equipment, along with various forms, such as Intra Institutional Vouchers, Requests for Accounting Corrections, the Research Assistant and Scholarship Appointments, and/or payroll adjustments, in accordance with granting agency guidelines and University policies and procedures.
Processes subcontract payments according to rules and 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, and/or instructions for completing paperwork.
Instructs and advises regarding options and appropriate courses of action and follows-up inquiries to ensure customer satisfaction.
Completes other administrative and/or clerical activities such as organizing meetings; reserving AV equipment.
Coordinates office, lab and/or building repairs and maintenance.
Assists with training of new staff members
Creates and provides financial training on practice, procedure, policy and/or laws and regulations to customers.
Performs other duties as assigned.
High school diploma or the equivalent.
3 years' accounting &/or bookkeeping or other relevant experience.
Understanding of accounting principles, experience with budgeting & financial management/reporting.
Highly proficient with Microsoft Office suite (particularly Excel), and overall technical aptitude.
Strong attention to detail / well organized.
Effective communication skills (written and oral).
Collaborative, ability to work/partner with Faculty and all levels of staff, provide excellent customer service/support.
Experience working within academia, or the healthcare industry either in a provider or academic setting.
Strong analysis and financial reporting skills.
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.