Financial and Office Coordinator

Department: Kellogg Mgt and Organizations
Salary/Grade: EXS/5

Job Summary

The Kellogg School of Management at Northwestern University offers eight unique programs to give students an opportunity to engage in learning across disciplines. The Management & Organizations (MORS) program integrates psychological, sociological, economic, and complex systems perspectives on the study of organizations and their members. The MORS faculty are leaders in developing new, evidence-based knowledge about management practice, and in teaching essential management skills to Kellogg students. In addition, MORS research spans a broad range of areas that include innovation, social inequity, social movements, negotiations, ethics, computational social science, culture, conflict resolution, individual and organizational decision-making, social networks, and power.

The MORS academic department is also made up of a team of staff members who support these faculty initiatives. The Financial and Office Coordinator within the MORS is an integral part of the Kellogg Academic Departments infrastructure providing high-level financial and administrative support to faculty, students, visitors, and staff and is a key member of the Academic Departments' Financial Accounting and Stewardship team.

Reporting to the Associate Director, the Financial and Office Coordinator serves as a primary role in the development and implementation of annual budgets, including fiscal resources allocation and expenses. The Financial and Office Coordinator works closely with the department faculty and staff to coordinate hiring and payment for independent contractors, temporary and student employees following human resources and financial policies, and ensuring procedures are consistently applied.

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.
• 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.
• 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.
• 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 work study students
• Provides work direction to others
• 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.
• High level of organizational skills and attention to detail; Strong writing skills.
• Diligent and can work independently.
• Professionalism and Excellent customer service skills
• Flexibility, adaptability in a fast-paced environment. Can-do attitude.
• Team player.

Preferred Qualifications: (Education and experience)

• Experience with advanced Excel usage.
• Experience with Microsoft Power BI.

Target hiring range for this position will be between $58,000 - $65,000 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.

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 strongly recommends COVID-19 vaccinations and boosters for people who can obtain them as a critical tool for minimizing severe illness. More information can be found on the COVID-19 and Campus Updates webpage.

The Northwestern campus sits on the traditional homelands of the people of the Council of Three Fires, the Ojibwe, Potawatomi, and Odawa as well as the Menominee, Miami and Ho-Chunk nations. We acknowledge and honor the original people of the land upon which Northwestern University stands, and the Native people who remain on this land today.

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. Click for information on EEO is the Law.

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