Department: Facilities Mgmt EV Salary/Grade: NEX/9
The role will support the department’s mission and values by exhibiting the following: inclusiveness, respect, initiative, collaboration, innovation, and accountability. The incumbent will strive to provide excellent service when performing job responsibilities and will practice safe work procedures, and follow safety rules at all times.
Provides standard & routine financial & accounting support typically involving maintenance &/or processing that requires application of accounting practices. Specifically focused on the transactional execution of requisitions related to services and maintenance material, vendor inquiries, inventory transactions, in compliance with department and university guidelines.
Applies industry and professional standards, university policy and procedure, federal and state laws and other regulations.
Provides administrative &/or clerical support for the finance and administration group, specifically surrounding procurement, billing and warehouse activities.
Areas of responsibility below:
Chart &/or account coding
Creating new accounts
Procurement card program
Please Note: Hours will be 7am-3:30pm and can change. The environment is in a warehouse setting and will require working in Chicago and Evanston. 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.
Analysis, Statements & Reporting:
Performs data entry in spreadsheets &/or databases.
Runs inventory reports in an inventory system; conducts pricing comparison and analysis, and reviews open purchase orders.
Assists with special projects, including compiling and analyzing portions of reports per prescribed direction.
Completes & maintains transactions in enterprise systems.
Orders stock and direct parts for the warehouse and shops
Invoicing; works with vendors and accounts payable, receives parts and materials in the inventory and financial databases.
Based on pre-defined practice; reviews transaction.
Ensures appropriate approval, forms, &/or justifications are obtained.
Verifies rates and amounts.
Confirms physical inventory for quality control; partners with warehouse staff to resolve discrepancies
Troubleshoots problems & corrects or escalates.
Enters information into database.
Data maintenance pertaining to maintenance material hierarchy and associated attributes within an inventory system
Follows-up to ensure completion & accuracy.
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.
Provides support to shop personnel regarding parts ordering
Works closely with warehouse associates and serves as their backup when needed
Prepares & sends standard correspondence for customers, using existing templates or form letters and adding necessary information.
Distributes & files paperwork as appropriate.
Completes other administrative &/or clerical activities such as filing, faxing, sorting, copying, organizing meetings; reserving AV equipment, etc.
Assists with training of new staff members
Supervises or leads temporary, part-time or work study students.
Performs other duties as assigned.
High school diploma or the equivalent;
1 year 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.
Working familiarity of Oracle based enterprise software (PeopleSoft) or other financial systems;
Experience in procurement, pricing, inventory, or accounting (Hands on or education).
Preferred Competencies: (Skills, knowledge, and abilities)
Strong organizational skills and attention to detail;
Ability to multi-task and work in a challenging fast paced environment;
Excellent written and verbal communication skills;
Proficient Microsoft Excel skills.
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: 40868
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.