The Basic Science Administration group supports the basic science academic departments of Biochemistry and Molecular Genetics, Cell and Molecular Biology, Microbiology-Immunology, Pharmacology, and Physiology; as well as the Center for Genetic Medicine. Under general direction, the Accounting Coordinator supports multiple units’ financial operations by providing analysis and assistance with purchasing, approving, monitoring, and reporting. This position ensures financial administration activities are completed in a timely, accurate, and compliant manner and works with leadership to document internal policies and procedures.
Please submit a cover letter for full consideration.
The Accounting Coordinator is a part of the Financial Administration Team.
Supports a university accounting-related area or program under supervision of the area manager.
Supports a department’s financial operations.
Reviews a portfolio of multiple departments’ financial operations comprised primarily of standard and routine work.
Provides transactional oversight.
Applies industry and professional standards, university policy and procedure, federal and state laws and other regulations (as applicable).
Represents and/or guides business area on internal and/or external financial affairs by exchanging information.
Areas of Responsibility:
Accounting policy & procedure
Chart and/or account coding
Creating New Accounts
Endowment and gift accounting
Grant and/or Awards
Journal and/or ledger
Procurement card program
Prepares materials for annual budget planning such as analysis, budget performance reports & year-end close data.
Prepares financial analysis and lead schedules for supplies, equipment, and/or personnel decisions.
Assists with monthly/quarterly/annual journal entries, reports and statements
Maintains, and updates financial models and analysis.
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 and/or summary of transactions into journals and/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 and/or appropriation charges & may balance and/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 systems to process transactions, retrieve information, and/or initiate wire transfers.
Provides financial policy interpretation to determine the validity of customer requests & ensure compliance.
Contacts outside agencies, banks and/or banking systems to obtain clarification of rules and/or regulations.
Controls account availability for all chart strings.
Provides support for internal audit requests.
Grants and/or 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.
Reviews, forecasts, and budgets grants performance
Approves expenditures on travel, consulting and/or equipment, along with various forms, such as Intra Institutional Vouchers, Requests for Accounting Corrections, the Research Assistant and Scholarship Appointments, and/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.
Assists with training of new employees
Creates & provides financial training on practice, procedure, policy and/or laws & regulations to customers.
Works with key personnel in Basic Science Administration to document internal financial policies and procedures and makes recommendations for improvements.
Maintains training materials on internal policies and procedures.
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 at the direction of the position’s manager or senior leadership.
Performs general office support activities.
Performs other duties as assigned.
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 and/or preparing account reconciliations or financial statements along with financial analysis experience.
Excellent computer skills including proficiency in the use of Microsoft Excel, Access and Word software.
Familiarity with financial reporting.
Must have excellent communication skills (written and verbal); ability to compose, proofread and edit various communications and documents.
Ability to work effectively in an environment in which the parameters may change daily and to adjust behavior to meet the needs of different people and situations.
Ability and willingness to explore alternatives solutions and identify opportunities to improve procedures and practices while remaining compliant to governing policies.
Display professional attitude; act diplomatically and handle challenging situations in a tactful and responsive manner.
2 years of financial administration experience or related.
Prior experience working with sponsored research grant accounting.
Prior experience in higher education at an academic research institution.
Experience working on high-paced, high-volume transaction organizations.
Experience with finance, purchasing and budget reconciliations.
Advanced Microsoft Excel Skills.
Knowledge of NU systems such as NU Financials, Cognos, and MyHR (FASIS).
Problem Solving – Formulates realistic plans and contingencies and establishes appropriate measurements of anticipated results
Action oriented - Willing or likely to take practical action to deal with a problem or situation.
Coachability - Receptive to feedback, willing to learn, embracing continuous improvement,
Collaboration - Facilitates open and effective communication, cooperation and teamwork within and outside of one's own team.
Collegiality - Helpful, respectful, approachable; builds strong working relationships and a positive work environment.
Initiative - Exhibits energy and desire to achieve;
Meets deadlines - Displays consistency and success in adhering to deadlines.
Multi-tasking - Demonstrates ability to work on multiple projects simultaneously.
Organization - Plans, organizes and schedules in an efficient, productive manner; anticipates contingencies and pays attention to detail.
Efficiency – plan, organize and schedule in a productive manner. Demonstrate ability to solve, think critically, and multi-tsk. Seek and leverages process improvement techniques.
As per Northwestern University policy, this position requires a criminal background check. Successful applicants will need to submit to a criminal background check prior to employment.
Northwestern University is an Equal Opportunity, Affirmative Action Employer of all protected classes, including veterans and individuals with disabilities. Women, racial and ethnic minorities, individuals with disabilities, and veterans are encouraged to apply. Hiring is contingent upon eligibility to work in the United States.
Northwestern University is a major private research university with 12 academic divisions located on three campuses in Evanston, Chicago, and Education City in Doha, Qatar. We have approximately 2,500 full-time faculty members, 17,000 graduate and undergraduate students, and over 5,700 full and part-time staff. Northwestern University combines innovative teaching and pioneering research in a highl...y collaborative environment. It provides students and faculty exceptional opportunities for intellectual, personal and professional growth.