Financial Administrator

Department: President's Office
Salary/Grade: EXS/6

Job Summary

Reporting to the Deputy Chief of Staff, the Financial Administrator is a key member of the Office of the President staff, supporting the office's financial operations through transactional processing, accurate record-keeping, and assistance with budgeting and financial reporting. The Financial Administrator additionally serves as a centralized hub providing financial support for several offices including, but not limited to, the Office of the Board of Trustees, Government Relations, and International Relations.

This role plays a vital part in ensuring compliance with university policies while delivering timely, efficient, and high-quality financial services to our internal and external partners. This position requires the highest levels of integrity, discretion, judgment, and attention to detail.

This position follows a flexible hybrid model with three days per week in the office

1. Supports a university accounting-related area or program.
2. Manages financial operations &/or analysis in support of area/unit's mission & in coordination with central offices such as HR, Budget, Financial Aid, Facilities, Purchasing, IT, Provost, etc.
3. Reviews a portfolio of multiple schools/depts' financial operations comprised of work that involves some complex problems &/or decisions.

Budget:

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

Analysis, Statements & Reporting:

1. Creates daily, monthly, annual, &/or project end analysis & reports regarding area/unit, grants &/or awards, accounts, funds, payroll, expense &/or revenue allocation, customer service activity, etc.
2. Prepares financial analysis and lead schedules for supplies, equipment, &/or personnel decisions.
3. Records journal entries and creates reports.
4. Performs financial account reconciliations, statement analysis, and transaction research.
5. Provides support for annual audit workpapers and quarterly financial statement workpapers.
6. Maintains, and updates financial models and analysis.

Transactions:

1. Provides review and oversight of all types of financial transactions some of which may be complex in regard to size or duration of account.
2. Enters individual &/or summary of transactions into journals &/or general ledger or other NU enterprise system.
3. 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.
4. Processes transfer &/or appropriation charges & may balance &/or close accounts.
5. Troubleshoots problems; performs vendor/account research as needed; obtains additional information from or provides instruction & guidance for customers/vendors; corrects or escalates.
6. Maintains Chart of Account lists.
7. Prepares & delivers bank deposits
8. Accesses multiple banking systems to process transactions, retrieve information, &/or initiate wire transfers.
9. Provides financial policy interpretation to determine the validity of customer requests & ensure compliance.
10. Contacts outside agencies, banks &/or banking systems to obtain clarification of rules &/or regulations.
11. Controls account availability for all chart strings.
12. Provides support for internal &/or granting agency audit requests.
13. Reviews status of related university accounts, transactions and processes; troubleshoots issues as needed.

Grants &/or Awards:

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

Administration:

1. Processes & presents data & information through the application of database, graphic & spreadsheet software.
2. Obtains data by downloading from enterprise systems; develops and runs queries.
3. Identifies sources for data & information to be used & completes special financial projects such as (enter in explanation of special projects):
4. Performs general office support activities
5. Manages operation of or interaction with a computer system or system processes that support the area or program.
6. Ensures that area service level goals are met.

Training:

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

Supervision:

1. Supervises temporary, part-time or work study students
2. Provides work direction to others
3. Performs other duties as assigned.

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

1. 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.
2. 2 years financial, budgeting &/or preparing account reconciliations or financial statements along with financial analysis or other relevant experience.

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

1. Strong proficiency with spreadsheets, databases, and word processing software.

2. Knowledge of financial reporting principles and transactional accounting practices.

3. Excellent judgment and demonstrated ability to handle confidential information with discretion.

4. Strong customer service skills and ability to work effectively with a diverse range of stakeholders.

5. High attention to detail, accuracy, organization, and follow-through.

Preferred Qualifications: (Education and experience)

1. 3+ years of financial operations experience preferred, including budgeting, account reconciliations, financial reporting, or related financial analysis work.
   

Target hiring range for this position will be between $65,000-$85,000 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.

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.