Financial Assistant, Finance and Administration

Job ID: 54326

Department: Alumni Relations & Development
Salary/Grade: NEX/11

Please note: The target budgeted hourly rate for this position is $23.50 to $24.50 per hour. 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. 

Job Summary:

The Financial Assistant supports Alumni Relations and Development's financial operations, helping to ensure compliance, troubleshooting logistical issues, monitoring budget activity, assisting with revenue management, and supporting various projects and initiatives for ARD’s Finance and Administration team. Regular responsibilities include financial transaction review and entry, training and customer service for coworkers using financial systems, and financial 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.

This role is eligible for a hybrid work arrangement, up to two days remote and three onsite.

Supervisor provides objectives & deadlines. Work is reviewed for fulfillment of objective & deadlines & overall compliance with policy & procedures. EE completes some activities without direction, informing supervisor only of potentially controversial matters, &/or far-reaching implications.

 

Specific Responsibilities:

Budget

• 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.

 

Analysis, Statements & Reporting:

• Prepares account, budget, cost, expenditure &/or funds analysis.
• Provides reports to managers 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• May analyze open encumbrances that are no longer valid & recommend appropriate modifications to ensure smooth processing of financial transactions.

 

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.
• Reconciles electronic financial transactions made through iModules platform and creates cash receipt tickets to move funds into the respective chart strings.
• Reviews; ensures approval based on alternatives regarding practice & policy.
• Troubleshoots problems.
• 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.

 

Administration

• 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 and onboarding.
• Completes other administrative &/or clerical activities such as organizing meetings; reserving AV equipment.

 

Training

• Assists with training of new staff members
• Creates & provides financial training on practice, procedure, policy &/or laws & regulations to customers.

 

Miscellaneous 

• Performs other duties as assigned.

 

MINIMUM QUALIFICATIONS  (Education, experience, and any other certifications or clearances)

• 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, experience, and any other certifications or clearances)

• 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

 

Benefits:
At Northwestern, we are proud to provide meaningful, competitive, high-quality health care plans, retirement benefits, tuition discounts and more! Visit us at https://hr.northwestern.edu/benefits/ to learn more.

Work-Life and Wellness:
Northwestern offers comprehensive programs and services to help you and your family navigate life’s challenges and opportunities, and adopt and maintain healthy lifestyles. We support flexible work arrangements where possible and programs to help you locate and pay for quality, affordable childcare and senior/adult care. Visit us at https://hr.northwestern.edu/well-being/ to learn more.

Professional Growth & Development:
Northwestern supports employee career development in all circumstances whether your workspace is on campus or at home. If you’re interested in developing your professional potential or continuing your formal education, we offer a variety of tools and resources. Visit us at https://hr.northwestern.edu/talent-development/ to learn more.

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.

 

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