Financial Administrator

Department: MED-Inst for Pub Health & Med
Salary/Grade: EXS/6

Job Summary:

The Institute for Public Health and Medicine (IPHAM) is the nexus for all public health activities at the Feinberg School of Medicine. We aim to accelerate innovation at the interface of medicine and public health with measurable improvements for patients and populations. With more than 600 members across 51 departments and divisions, it acts as a hub for investigators to find resources for innovation, collaborators across disciplines, and training and career development opportunities. IPHAM's 13 thematic centers, each with their own members and robust research portfolio, are all dedicated to impacting the community through their unique lens.

IPHAM is seeking a financial administrator to join the central team. Reporting to the Associate Institute Administrator, this position will help manage a robust annual budget with a focus on payroll. The ideal candidate will have experience working within Northwestern financial, human resources and space systems.

• Supports a university accounting-related area or program.
• Manages financial operations &/or analysis in support of area/unit's mission & in coordination with central offices such as HR, Budget, Financial Aid, Facilities, Purchasing, IT, Provost, etc.
• Reviews a portfolio of multiple schools/depts' financial operations comprised of work that involves some complex problems &/or decisions.
• Accounting policy & procedure
• Accounts payable
• Accounts receivable
• Additional/special pay
• Analysis
• Appropriation charges
• Audit
• Balancing
• Bank deposits
• Budget
• Business continuity planning
• Cash receipt
• Chart &/or account coding
• Cost accounting
• Creating new accounts
• Endowment and gift accounting
• Expense reimbursement
• Forecasting
• Grants &/or awards
• Inventory
• Journal &/or ledger
• Payroll
• Petty cash
• Procurement card program
• Purchase orders
• Recharge
• Reconciliation
• Reporting
• Salary administration
• Student funding
• Transfer charges
• Treasury

Specific Responsibilities :

Budget:

• Participates in determination of budget including fiscal resource allocation of appropriated, discretionary, endowment &/or gift revenues.
• Prepares analysis & reports.
• Provides account research.
• Assists with budget projects.
• Updates budget estimates & provides commitment tracking support for all financial activity.
• Ensures lead schedules are prepared.
• Guides units of responsibility through university budgeting and forecasting processes, reviews budget and forecasting submissions.
• Acts a Budget Office expert on units and functions within portfolio of responsibilities.
• Coordinates &/or provides information for the annual salary review process.
• Reviews & reconciles actual expenses to budget per NU Audit guidelines.
• Approves funds reallocation within budget as necessary & appropriate.
• Analysis, Statements & Reporting:
• Creates daily, monthly, annual, &/or project end analysis & reports regarding area/unit, grants &/or awards, accounts, funds, payroll, expense &/or revenue allocation, customer service activity, etc.
• Prepares financial analysis and lead schedules for supplies, equipment, &/or personnel decisions.
• Records journal entries and creates reports.
• Performs financial account reconciliations, statement analysis, and transaction research.
• Provides support for annual audit workpapers and quarterly financial statement workpapers.
• 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.
• Reviews status of related university accounts, transactions and processes; troubleshoots issues as needed.

Grants &/or Awards:

• Works with Dept &/or Research Administrator regarding financial grants management issues.
• Interacts with faculty, staff &/or funders to build relationships, transfer knowledge, &/or advise on research policies & procedures

Administration:

• Processes & presents data & information through the application of database, graphic & spreadsheet software.
• Obtains data by downloading from enterprise systems; develops and runs queries.
• Identifies sources for data & information to be used & completes special financial projects such as (enter in explanation of special projects):
• Performs general office support activities
• Manages operation of or interaction with a computer system or system processes that support the area or program.
• Ensures that area service level goals are met.

Training:

• Provides training and support to related university units or program participants; maintains website and training materials

Miscellaneous

Performs other duties as assigned.

Minimum Qualifications:

• Bachelor's Degree in Accounting, Business Administration, Finance or related field; OR 2 years financial administration work experience; OR equivalent combination education and experience where similar knowledge, skills, and abilities may be acquired.
• 2 years financial, budgeting &/or preparing account reconciliations or financial statements along with financial analysis experience.

Minimum Competencies: (Skills, knowledge, and abilities.)

• Familiarity with Northwestern financial systems
• Experience with budget processes
• Exceptional accounting and organizational skills
• Excellent written and verbal communication
• Strong communication and interpersonal skills
• Ability to take initiative

Target hiring range for this position will be between $56,780.00-$70,978.00 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.

Benefits:

At Northwestern, we are proud to provide meaningful and competitive benefits. The available benefits package for this position will include 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, including eligibility details, visit us at 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 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 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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