This position 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 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 financial operations, helping to ensure compliance, troubleshooting logistical issues, monitoring budget activity, and assisting with the contract review process. Regular responsibilities include financial transaction review, training and customer service for coworkers using financial systems, and budget reporting. The Financial Assistant collaborates with other members of the 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 for Alumni Relations and Development staff.
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May analyze open encumbrances that are no longer valid & recommend appropriate modifications to ensure smooth processing of financial transactions.
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.
Enters information into database.
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.
Organizes administration of the contract review process
Assists with compiling information for the annual Form 990 and State Charitable Registration filings.
Assists with training of new staff members
Creates & provides financial training on practice, procedure, policy &/or laws & regulations to customers.
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)
Bachelor’s degree or equivalent combination of education and experience from which comparable knowledge and abilities can be acquired. Business Administration and/or Financial experience a plus.
Preferred Competencies: (Skills, knowledge, and abilities)
Working knowledge of accounting and business principles, methods, and techniques; strong analytical and mathematical skills; critical thinking and problem solving skills
Ability to prioritize work for self; strong organizational and interpersonal skills; adeptness at handling detail; ability to multitask and resourcefulness is key
Excellent communication and customer service skills, the ability to write clearly and concisely for various mediums is desirable, ability to maintain composure during high stress situations, and ability to work with varying personalities and staff requirements
Ability to maintain highly confidential information on a variety of sensitive subjects
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.
Internal Number: 34113
About Northwestern University
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 highly collaborative environment. It provides students and faculty exceptional opportunities for intellectual, personal and professional growth.