Position: Temporary Financial Assistant Hours: This is a full-time position (40 hours per week/ 9:00am-5pm / M-F) Pay: $18.00 per hour Campus: Chicago Approximate start date: ASAP Approximate end date: TBD
Northwestern University is seeking a Temporary Program Assistant for the Chicago campus.
This position directly supports the financial and administrative operations of the Northwestern Medicine Center for Clinical Research (CCR) in the NU Clinical and Translational Sciences Institute (NUCATS). The Financial Assistant provides financial analysis, and assists with transaction processing and general accounting services. These functions include compiling data, purchasing, accounts payable, and travel/business expense reimbursement processing. This position is also responsible for the general clerical and administrative tasks and applies accounting methods to handle day-to-day operations for the various department and sponsored accounts for the CCR including preparation of financial reports, reconciliation, and other financial and clerical tasks as needed.
This temp position will report to the Senior Program Coordinator and will assist the Managing Director and CCR Leadership with administrative tasks that includes support for meeting coordination, scheduling of meetings and transcription/distribution of meeting minutes, and other duties as assigned by the Senior Program Coordinator, Managing Director, and leadership members.
Completes reconciliation procedures.
Updates calendar, spreadsheets, templates & forms; monitors submissions.
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May analyze open encumbrances that are no longer valid & recommend appropriate modifications to ensure smooth processing of financial transactions.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.
Reviews; ensures approval based on alternatives regarding practice & policy.
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
Reconciles procurement card transactions with monthly statements.
Grants &/or Awards
Processes subcontract payments according to rules & regulations of granting agencies.
Verifies payroll funding entries.
Corrects charges to various accounts.
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, onboarding, benefits, compensation, etc.
Completes other administrative &/or clerical activities such as organizing meetings and reserving AV equipment
Coordinates office, lab &/or building repairs & maintenance.
Assists with training of new staff members
Creates & provides financial training on practice, procedure, policy &/or laws & regulations to customers.
A high school diploma or its equivalent along with 4 years of administrative support experience is required.
Minimum Competencies: (Skills, knowledge, and abilities.)
Intermediate knowledge of word processing, spreadsheet, email, and database software programs is required.
Strong interpersonal and communication skills.
Strong analytical and mathematical skills.
Bachelor’s degree or the equivalent combination of experience, education and training from which comparable skills can be acquired.
Preferred Competencies: (Skills, knowledge, and abilities)
Demonstrated ability to consistently display accuracy and attention to detail.
Experience updating and managing websites and coordinating IT assistance.
Advanced knowledge of MS Office Suite (Word, Excel, Powerpoint, Outlook)
Familiarity with graphic design software programs (e.g. InDesign, Photoshop)
Experience in human subject’s research, clinical trials, or regulatory knowledge.
Knowledge of medical terminology.
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.
Internal Number: 35886
About Northwestern University
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 highly collaborative environment. It provides students and faculty exceptional opportunities for intellectual, personal and professional growth.