Financial Assistant - Hybrid Schedule

Salary & Grade Salary/Grade: NEX/11. Target hiring range: $19.89–$24.86 per hour. Offered salary will be determined by educational background, experience, knowledge, skills, internal equity, and alignment with market data. Job Summary The Basic Science Administration group supports the basic science academic departments of Biochemistry and Molecular Genetics, Cell and Developmental Biology, Microbiology–Immunology, Pharmacology, and Neuroscience, as well as the Center for Genetic Medicine, Center for Pharmacogenomics, and the Simpson Querrey Institute for Epigenetics. The Financial Assistant is part of the Financial Administration Team. Specific Responsibilities Budget Maintains and tracks individual budget accounts. Coordinates the annual budget process, including task management of the open/close processes. Updates calendar templates, spreadsheets, and forms; monitors submissions. Completes reconciliation procedures. Creates summary reports. Coordinates and/or provides information for the annual salary review process. Analysis, Statements & Reporting Prepares account, budget, cost, expenditure, and funds analysis. Provides reports to managers/PIs on payment status and notifications when balances or activities do not comply with policy, procedures, or are inadequately prepared. Creates reports and queries; reviews for incomplete records, data entry errors, or accounting mistakes. May analyze open encumbrances that are no longer valid and recommend appropriate modifications to ensure smooth processing of financial transactions. Transactions Completes and maintains transactions in enterprise systems. Provides review and oversight of all types of financial transactions, some of which may be complex in size or duration of account. Reviews to ensure approval based on alternatives regarding practice and policy. Troubleshoots problems. Performs vendor and account research as needed. Obtains additional information from or provides instruction and guidance for customers and vendors; corrects or escalates. Accesses multiple banking systems to process transactions, retrieve information, and/or initiate wire transfers. Provides financial policy interpretation to determine validity of customer requests and ensures compliance. Contacts outside agencies, banks, and/or banking systems to obtain clarification of rules and regulations. Enters information into database. Grants & Awards Provides assistance regarding grant financial administration such as preparing financial information for grant submission. Completes post award accounting. Sets up sub‑contracts and/or start‑up research accounts. Modifies grant budgets. Closes grants. Approves expenditures on travel, consulting, equipment, and payroll adjustments in accordance with granting agency guidelines and university policies and procedures. Processes subcontract payments according to the rules and regulations of granting agencies. Reconciles subcontract payments. Verifies payroll funding entries. Corrects charges to various accounts. Administration Provides excellent customer service, over the phone and in person, answering standard questions regarding status of requests, policies, and procedures for processing transactions, and instructions for completing paperwork. Instructs and advises on options and appropriate courses of action, following up inquiries to ensure customer satisfaction. Provides administrative support for HR matters such as hiring, onboarding, benefits, and compensation. Completes other administrative and clerical activities such as organizing meetings and reserving AV equipment. Coordinates office, lab, and building repairs and maintenance. Maintains inventory. Training Assists with training of new staff members. Creates and provides financial training on practice, procedure, policy, and laws and regulations to customers. Supervision Supervises or leads temporary, part‑time, or work‑study students. Provides guidance to junior employees. Miscellaneous Performs other duties as assigned. Minimum Qualifications High school diploma or equivalent. Three years of accounting, bookkeeping, or other relevant experience. Minimum Competencies Excellent computer skills, including proficiency in spreadsheet, database, and word processing software. Familiarity with financial reporting. Preferred Qualifications Prior experience working with sponsored research grant accounting. Experience in high‑paced, high‑volume transaction environments or front‑line customer service centers. Advanced Microsoft Excel skills. Preferred Competencies Excellent computer skills, including proficiency in Microsoft Excel, Access, and Word. Familiarity with financial reporting. Excellent communication skills (written and verbal). Ability to work effectively in an environment with changing parameters and adjust behavior to meet the needs of different people and situations. Ability and willingness to explore alternative solutions and identify opportunities to improve procedures and practices while remaining compliant with governing policies. Professional demeanor, diplomatic handling of challenging situations, and responsive communication. Benefits Northwestern provides a competitive benefits package including health, dental, vision, disability, and life insurance; paid vacation and holidays; paid medical/sick and parental leave; tuition benefits for the employee and dependents; pre‑tax and flex spending accounts for commuting and dependent care; generous retirement savings options; and wellness programs. For a comprehensive overview of available benefits, visit 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 provide programs to help locate and pay for quality, affordable childcare and senior/adult care. Visit to learn more. Professional Growth & Development Northwestern supports employee career development whether at campus or at home. If you are interested in developing your professional potential or continuing formal education, we offer a variety of tools and resources. Visit to learn more. Equal Opportunity and Disability Accommodations Northwestern University is an Equal Opportunity Employer and does not discriminate on the basis of protected characteristics, including disability and veteran status. 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. #J-18808-Ljbffr Northwestern University