Financial Assistant (Hybrid work schedule)

$22 - $23/Yr

Northwestern University - Evanston, IL

Full-time - Entry Level

Hybrid - Evanston, IL

Educational Services

About the position

The Financial Assistant supports Alumni Relations and Development's financial operations, helping to ensure compliance, troubleshooting logistical issues, monitoring budget activity, and assisting with revenue management. 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.

Responsibilities

• 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.
• 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• May analyze open encumbrances that are no longer valid & recommend appropriate modifications to ensure smooth processing of financial transactions.
• 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.
• 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.
• 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.

Requirements

• High school diploma or the equivalent.
• 3 years accounting &/or bookkeeping experience or the equivalent combination of education & experience.
• Excellent computer skills including proficiency in the use of spreadsheet, database and word processing software.
• Familiarity with financial reporting.

Nice-to-haves

• 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.

Benefits

• Meaningful, competitive, high-quality health care plans.
• Retirement benefits.
• Tuition discounts.
• Comprehensive programs and services to help you and your family navigate life's challenges and opportunities.
• Support for flexible work arrangements.
• Programs to help you locate and pay for quality, affordable childcare and senior/adult care.
• Support for employee career development.