Financial Coordinator

Department: NUL Business Operations Supp
Salary/Grade: EXS/5

Target hiring range for this position will be between be $47,000-$57,000 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.

Job Summary:

Under the general direction of the Senior Director of Business Operations, the Financial Coordinator provides accounting and financial support for University Libraries, with responsibility for reviewing and overseeing transactional processes across multiple departments. This role supports day-to-day financial operations and assists in managing a portfolio of financial activities that are primarily standard and routine in nature.

The Financial Coordinator plays a key role in budget planning and labor relations strategy by supporting compensation and expense modeling in collaboration with the Senior Director and BOS team. The position ensures compliance with university policies, professional and industry standards, and applicable federal and state regulations.

In addition to providing transactional oversight and guiding internal financial operations, the Financial Coordinator may represent the business area in communications with central administrative units and external stakeholders. The position also serves as a back-up for administrative functions in the Dean's Office and contributes to strategic initiatives, including support for sensitive labor-related matters.

This position has regular access to confidential information. Discretion, sound judgment, and professionalism are essential to success in this role.

Specific Responsibilities:

Budget:

• Prepares materials for annual budget planning such as analysis, budget performance reports & year-end close data.
• Provides updated budget estimates & account research.
• Ensures lead schedules are prepared.
• Guides units of responsibility through university budgeting and forecasting processes, reviews budget and forecasting submissions.
• Serves a primary role in the development & implementation of annual budget including fiscal resource allocation of appropriated, discretionary, endowment & gift revenues & expenses.
• Coordinates &/or provides information for annual salary review process.

Analysis, Statements & Reporting:

• Creates daily, monthly &/or annual analysis & reports regarding area/unit, grants &/or awards, accounts, funds, payroll, expense &/or revenue allocation, etc.
• Prepares financial analysis and lead schedules for supplies, equipment, &/or personnel decisions.
• Assists with monthly/quarterly/annual journal entries, reports and statements
• Provides support for annual audit work papers
• Maintains, and updates financial models and analysis.

Transactions:

• Provides review and oversight of all types of financial transactions some of which may be complex in regard to size or duration of account.
• Enters individual &/or summary of transactions into journals &/or general ledger or other NU enterprise system.
• 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.
• Processes transfer &/or appropriation charges & may balance &/or close accounts.
• Troubleshoots problems; performs vendor/account research as needed; obtains additional information from or provides instruction & guidance for customers/vendors; corrects or escalates.
• Maintains Chart of Account lists.
• Prepares & delivers bank deposits.
• 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.
• Controls account availability for all chart strings.
• Provides support for internal audit requests.

Grants &/or Awards:

• Provides assistance regarding grant financial administration such as preparing financial information for grant submission.
• Completes post award accounting.
• Sets-up sub-contracts &/or start-up research accounts.
• Modifies grant budgets.
• Reviews, forecasts, and budgets grants performance
• Closes grants.
• Approves expenditures on travel, consulting &/or equipment, along with various forms, such as Intra Institutional Vouchers, Requests for Accounting Corrections, the Research Assistant and Scholarship Appointments, &/or payroll adjustments, in accordance with granting agency guidelines & University policies & procedures.
• Processes subcontract payments according to rules & regulations of granting agencies.
• Reconciles subcontract payments.
• Verifies payroll funding entries.
• Corrects charges to various accounts.

Administration:

• Processes & presents data & information through the application of database, graphic & spreadsheet software.
• Obtains data by downloading from enterprise system; develops and runs queries.
• Completes special financial projects such as: (enter in explanation of special projects):
• Performs general office support activities.

Training:

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

Supervision:

• Supervises temporary, part-time or work study students
• Provides work direction to others
• Supervises other employees
• Assists with hiring employees

Miscellaneous

Performs other duties as assigned.

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

• 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.
• 1 year financial, budgeting &/or preparing account reconciliations or financial statements along with financial analysis or other relevant 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.
• Customer focus - Regularly monitors customer satisfaction; provides suggestions to improve quality for the customer.
• Adaptability - Works effectively in an environment in which the parameters may change daily; adjusts behavior to meet the needs of different people and situations.
• Collegiality - Being helpful, respectful, approachable, and team oriented; builds strong relationships and a positive work environment.
• Problem solving - Formulates realistic plans and contingencies and establishes appropriate measurements of anticipated results.
• Communication- 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.
• Collaboration - Facilitates open and effective communication, cooperation and teamwork within and outside of one's own team; respects the needs and contributions of others.
• Efficiency/Dependability - Effectively performs duties and responsibilities; displays attention to detail; supports organizational policies; anticipates demands/pressures of assignments and adjusts accordingly.
• Initiative - Exhibits energy and desire to achieve; sets ambitious goals and acts decisively; takes action that no one has requested to improve or enhance job results and avoid problems.
• Judgment - Demonstrates logic, rationality and objectivity; shows common sense; uses all available information to make educated decisions.
• Conflict Management - Exhibits understanding of natural sources of conflict and acts to prevent or soften them.
• Innovation/Creativity - Explores alternatives to existing products and services; identifies opportunities to improve procedures and practices; shows imagination.
• Organization - Plans, organizes and schedules in an efficient, productive manner; anticipates contingencies and pays attention to detail; targets projects or initiatives that require special attention and focuses on key tasks when faced with limited time and/or resources.
• Multi-Tasking - Demonstrates ability to work on multiple projects simultaneously.
• Self-Motivated- Takes initiative and finish tasks you know should be done without assignment. Can anticipate and plan for potential tasks needed to achieve more significant assignments or to solve ongoing issues.

Preferred Qualifications: (Education and experience)

• Experience managing and leading projects in a complex decentralize organization, preferably higher education university setting.
• Experience working in with or in environments with sensitive/confidential information.

Preferred Competencies: (Skills, knowledge, and abilities)

• Excellent computer skills including proficiency in the use of spreadsheet, database and word processing software.
• Familiarity with NU enterprise financial systems or similar.
• Knowledge of Tableau, Adobe Acrobat, Microsoft PowerBI and Smartsheets.

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://www.northwestern.edu/hr/benefits/index.html 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://www.northwestern.edu/hr/benefits/work-life/index.html 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://www.northwestern.edu/hr/learning/index.html 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.