In support of the McCormick Customer Service Center’s Reimbursement Center this position’s primary responsibility is processing expense reports for faculty within McCormick (McC) departments, programs, and institutes. Duties include the collection and review of receipts; creation of expense reports in the NUFinancials system; following up with faculty and staff for clarification; tracking expense reports throughout the reimbursement process; and submitting the expense report into the NUFinancials system. This position requires a solid understanding of financial operations and University policy. Excellence in customer service, verbal and written communication, initiative and attention to detail are essential.
This position also provides key administrative and financial support to the McCormick Dean’s Offices, primarily for McCormick Administration, Finance, Facilities and Planning Office, as well as the McCormick Office of Information Technology and the related recharge center operations. Job responsibilities include daily cash receipt ticket management; deposit bags; internal and external billing and invoicing; purchasing and payments; university credit card reconciliation and oversight; monthly complex sales tax returns; reconciliations; creating and maintaining trackers; provides financial reporting; and purchasing/payments. Supports Cohen Commons dining invoicing, processing vouchers as internal sales journals.
Provides support to Murphy Institute Scholars program and the Murphy Society Awards program to allocate funding/financial awards, monitor balances and upkeep of chart strings in collaboration with the McCormick Office of Undergraduate Engineering and McCormick Office of Faculty Affairs.
In support of the Assistant Director of Business Services, this position also provides conducts the pre-review of the following: policy exception requests, over 90-day exception requests, and catering/hotel/venue contracts requiring school level signature. Responsibilities include gathering necessary documents, ensuring complete documentation and following up as necessary to complete process.
Serves as back up to Assistant Director of Business Services during overload and vacation. May be asked to obtain Notary Public credentials.
Please note: Supervisor provides objectives & deadlines. Work is reviewed for fulfillment of objective & deadlines & overall compliance with policy & procedures. EE completes some activities without direction, informing supervisor only of potentially controversial matters, &/or far-reaching implications.
Provides reports to managers/PIs 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.
Prepares & delivers bank deposits.
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.
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.
High school diploma or the equivalent.
3 years accounting &/or bookkeeping 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.
Bachelor’s degree, preferably in accounting, economics, finance, or business management.
Previous experience in a university setting and/or customer service environment.
Knowledgeable about PeopleSoft and/or Cognos.
Preferred Competencies: (Skills, knowledge, and abilities)
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: 38081
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.