The Capital Planning & Facilities (CPF) division of Indiana University has an exciting opportunity for a Financial Administration Specialist.
CPF works to ensure that all IU campuses are beautiful, functional, and sustainable by supporting excellence in teaching, learning, research, and community engagement across the entire university. This position is part of the Support Resources unit which provides financial analysis, budget oversight, compliance support, procurement and construction contract management, bidding, supplier relationships and transactional processing for all units within the CPF division. Learn more about Support Resources by visiting our webpage here.
At CPF, we believe diversity, equity, and inclusion are inseparable from our mission to create campuses and communities that keep our faculty, staff and students feeling safe, supported and included. CPF Cares about each individual and the unique background and capabilities they bring to our team. It is through these diverse experiences and perspectives that we will thrive in the future as a team that actively represents Indiana University's commitment to diversity and equity.
Using knowledge and application of accepted procedures and standards, perform financial and administrative tasks related to managing the daily and long-term financial and/or administrative operations of an organizational unit or an academic, research, and teaching department within a school or college.
Make recommendations on policies and guidelines for division/department activities.
Monitor expenditures and statement of accounts to ensure regulatory compliance and fiscal integrity.
Manage general appropriation, endowment, federal and non-federal grants and contracts, and gift funds.
Develop, plan, and make recommendations on special projects, which may include space allocations, staffing, equipment purchases, and long-range plans.
Prepare operating and project budget drafts independently and/or in coordination with other finance staff. Regularly explain financial concepts to non-financial employees.
Monitor division/departmental budgets and resolve or recommend resolutions for any significant deviations from approved budgets.
May conduct a variety of human resources activities including employment, labor relations, benefits, training, and classification for unit/department.
Other department responsibilities:
Support daily activities of Construction Management, including coordination of project materials, contracts and change directives. Serve as project coordinator for contractor two (2) year warranty work on multiple campuses. Review legal and financial documentation related to University-wide Construction Change Directives, to ensure accuracy and University compliance. Monitor and oversight for substantial completion, ensuring timely submission. Provide managerial reports to support leadership oversight of projects and project completions. Create, implement and supervise internal processes and procedure.
Work closely with VPCPF Support Resources staff to oversee timely processing and accuracy of construction change directives. Review legal and financial documentation to ensure accuracy, contractor compliance with University allowable markup for contractors profit on material and labor. Identify and resolve variances, and notify contractors, architects, engineers and University personnel of errors and corrections. Monitor eBuilder to ensure appropriate approvals and timely execution, add new eBuilder users. Prepare various correspondence in support of construction management. Participate in departmental and project meetings.
Exchange information, research, recommend and resolve project issues for Construction Management. Track performance reviews of contractors, consultants and post occupancy evaluations from facility customers. In coordination with eBuilder and other VPCPF Support Resources staff, work on continuous improvement regarding project/contract management to meet needs of management and staff.
Daily tracking, managing, updating, and reporting of warranty repairs. Responsible for determining who is responsible for repair and coordinating efforts with either external contractor or Facility Operations. Point of contact for IU departmental users that have warranty-related issues.
Responsible for end-of-project payment including final pay applications, closeout documents, communication with suppliers, etc. Actively work with CPF staff and external partners to bring final payments to a close and zero out contract balances to ensure projects are turned over in a timely manner. Serve as backup for capital projects account payable position.
EDUCATION / WORK EXPERIENCE
Bachelor's degree in finance, business, or a related field.
Construction industry experience.
Combinations of related education and experience may be considered.
Proficient communication skills.
Maintains a high degree of professionalism.
Demonstrated time management and priority setting skills.
Demonstrates a high commitment to quality.
Possesses flexibility to work in a fast paced, dynamic environment.
Seeks to acquire knowledge in area of specialty.
Intermediate understanding of technology; experience using electronic platforms to perform various tasks.
Demonstrated experience solving problems with independent thought.
Proficiency in computer systems, including standard Office software; advanced Excel and database skills, including familiarity with complex formulas and Pivot Tables.
Ability to use standard office equipment such as phone, fax, scanner, etc.
Experience managing workflows, processes, and/or data entry.
Intermediate accounting skills. Ability to spot obvious errors. Ability to develop a budget.
Demonstrated ability to interpret and apply concepts and policies to daily work functions.
Ability to clearly present material and make it accessible to a variety of audiences.
Ability to interpret financial documents from an accounting, policy, and practice perspective.
Working Conditions / Demands
Ability to effectively communicate and to operate a computer and other standard office productivity equipment. The position involves sedentary work as well as periods of time moving around an office environment and campus. The person in this role must be able to perform the essential functions with or without an accommodation.
Due to the COVID-19 pandemic, there may be differences in the working conditions as advertised in our standard job postings (e.g., the ability to travel from one campus to another, etc.). If you are invited for an interview, please discuss your questions or concerns regarding the working conditions at that time.
This posting is scheduled to close at 11:59 pm EST on the advertised Close Date. This posting may be closed at any time at the discretion of the University, but will remain open for a minimum of 5 business days. To guarantee full consideration, please submit your application within 5 business days of the Posted Date.
If you wish to include a cover letter, you may include it with your resume when uploading attachments.
Beginning with the fall 2021 semester, all Indiana University students, faculty, and staff will be required to be fully vaccinated for COVID-19 as a condition of enrollment / employment.To learn more about this requirement, view ourCOVID-19 vaccine information page .
Equal Employment Opportunity
Indiana University is an equal employment and affirmative action employer and a provider of ADA services. All qualified applicants will receive consideration for employment without regard to age, ethnicity, color, race, religion, sex, sexual orientation, gender identity or expression, genetic information, marital status, national origin, disability status or protected veteran status. Indiana University does not discriminate on the basis of sex in its educational programs and activities, including employment and admission, as required by Title IX. Questions or complaints regarding Title IX may be referred to the U.S. Department of Education Office for Civil Rights or the university Title IX Coordinator. See Indiana University's Notice of Non-Discrimination here which includes contact information .
Campus Safety and Security
The Annual Security and Fire Safety Report, containing policy statements, crime and fire statistics for all Indiana University campuses, is available online . You may also request a physical copy by emailing IU Public Safety at firstname.lastname@example.org or by visiting IUPD.
About Indiana University Purdue University Indianpolis - IUPUI
Founded in 1820, Indiana University is the state’s public university system, comprised of two core campuses—IU-Bloomington and IUPUI—and six regional campuses located throughout the state. Combined, the total student population is more than 114,000 undergraduate, graduate and professional school students. IU is one of the largest employers in the state, with over 20,000 faculty and staff. Indiana University is an equal employment and affirmative action employer and a provider of ADA services. Diversity and inclusion remains a core commitment to IU’s mission to cultivate an educational environment that supports equal access, participation and representation on all of its campuses and that provides educational and career opportunities for all.