Financial Coordinator

Job Opening ID: 47767 - Position Number: 57233 - Job Code: 240010

Job Summary

Under supervision of the Associate Director of Business and Finance, the Financial Coordinator provides oversight of transactional and financial operations, accounting, analytical and administrative support in the Bienen School of Music Office of the Associate Dean for Administration, Finance and Planning. Duties include preparing and monitoring school, department and program budgets, budget review and analysis, point of contact for internal and external vendors, managing payment and financial transaction processes and procedures, applying industry and professional standards, university policy and procedure, federal and state laws and other regulations (as applicable). Additional duties may include screening calls and visitors, and general administrative support to the Associate Dean for Administration, Finance and Planning of the Bienen School of Music.

Principal Responsibilities

  • Provides review and oversight of all types of financial transactions some of which may be complex in regard to size or duration of account. Approves/monitors purchase requisitions and invoices into NU Financials, prepares expense reports, prepares and delivers deposits, and creates new vendors; manages cash and procurement card transactions; requests wire transfers and follows up to assure all transactions are completed accurately and in a timely manner.
  • Enters individual and summary of transactions into journals and general ledger or other NU enterprise systems.
  • Reviews and ensures approval based on alternatives regarding practice and policy; analyzes and classifies transactions in accordance with established chart or coding of accounts; creates new accounts; prepares, processes, reconciles and provides receipts (as appropriate) for transactions.
  • Troubleshoots problems, performs vendor/account research as needed and obtains additional information from or provides instruction and guidance for customers/vendors; corrects as needed.
  • Processes transfers and balances and closes accounts as needed; prepares and delivers bank deposits and initiates wire transfers.
    provides financial policy interpretation to determine the validity of customer requests & ensure compliance; provides support of account availability for all chart strings; provides support for internal audit requests.
  • Assists with monthly/quarterly/annual journal entries, reports and statements. Runs, reviews, analyzes, and reconciles monthly budget statements, provides customer service to faculty members by providing analytical information regarding budgets and finances. Responds to questions from faculty regarding status of chart strings. Assures that all chart strings are below or at budgeted levels. Answers questions regarding University policy and procedure; identifies and resolves problems; generates adjusting entries or recommends other solutions as appropriate; and updates related management reports. Reconciles procurement card transactions with monthly statements. Serves as contact for vendors that do business with the University. Enters information into spreadsheets and or databases and may create equations and/or compile routine reports, statistics, tables, charts, etc. from readily available information.
  • Processes and presents data and information through the application of database, graphic and spreadsheet software. Obtains data by downloading from enterprise system; develops and runs queries and completes special financial projects as needed. Provides information via phone, e-mail, mail, etc. May represent office in routine/standard situations with various levels of personnel both internally and externally.
  • Prepares materials for annual budget planning such as analysis, budget performance reports and year-end close data. Guides units of responsibility through university budgeting and forecasting processes, reviews budget and forecasting submissions. Assists departments and programs with reporting tools, budget review and maintenance.
  • Grant and award set-up and start-up research accounts. Assists with grant budget management and reporting including reviews, forecasts, and budgets grants performance. Corrects charges to various and closes grants accounts.
  • Provides guidance and information for financial transactions, practices and procedures in compliance with University and School policies and regulations.
  • Performs other duties as assigned.

Minimum Qualifications

  • 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.
  • One year financial, budgeting and/or preparing account reconciliations or financial statements along with financial analysis or other relevant experience.

Minimum Competencies (Skills, knowledge, and abilities)

  • Accounting / Account Reconciliation: Understands and interprets financial statements and reports; reconciles financial records.

  • Attention to Detail: Consistently displays accuracy and attention to detail.

  • Auditing: Examines records or financial accounts for accuracy; adjusts or corrects accounts.

  • Coachability: Receptive to feedback, willing to learn and embrace continuous improvement;

  • Collegiality: Being helpful, respectful, approachable, and team oriented, building strong working relationships and a positive work environment.

  • Computer Proficiency: Successfully uses multiple programs independently. Software may include Microsoft Office, applications such as PowerPoint, Word, Excel, and Access, email, web browsers, and PeopleSoft.

  • Communication-Oral and Written: Communicates effectively one-to-one, in small groups and in public speaking contexts; writes precise, well-organized emails, letters and proposals while using appropriate vocabulary and grammar.

  • Creativity: Explores alternatives to existing products and services; identifies opportunities to improve procedures and practices; shows imagination.

  • Customer Focus: Regularly monitors customer satisfaction; provides suggestions to improve quality and value to the customer.

  • Dependability: Effectively performs duties and responsibilities; displays attention to detail; supports organizational policies; anticipates demands/pressures of assignments and adjusts accordingly.

  • Efficiency: Effectively performs duties and responsibilities; displays attention to detail; supports organizational policies; anticipates demands/pressures of assignments and adjusts accordingly.

  • Financial Management Manages financial assets responsibly with a focus on cost effectiveness and productivity.

  • Meets Deadlines: Displays consistency and success in adhering to deadlines.

  • Microsoft Office: Experience with Word, Excel, PowerPoint, and Access.

  • Multi-Tasking: Demonstrates ability to work on multiple projects simultaneously.

Application Information

To apply for this position, you will need to submit your résumé, cover letter and references through the University's electronic recruiting system, eRecruit, using the job opening number or the job title.

Once you apply, you will receive an email confirming submission of your resume. For all resumes received, if there is interest in your candidacy, the human resources recruiter or the department hiring manager will contact you. Review of applications will begin immediately and continue until a candidate is selected.

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.

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