Senior Financial Administrator

Department: MED-Dept of Medical Education

Salary/Grade: EXS/8

Job Summary:

The Department of Medical Education is the unifying force behind all health professions educational programming, innovation and scholarship at Northwestern University Feinberg School of Medicine and its affiliated institutions. The Department encompasses many of the programs that make Feinberg unique and extraordinary, and central to its mission is the support, development and recognition of Feinberg faculty members in their roles as educators.

Reporting to the Senior Director for Education, the Sr. Financial Administrator manages the Department's budgets, financial operations and analysis, as well as those of the programs and units within the Department of Medical Education (including Augusta Webster, MD, Office of Medical Education (AWOME), Physician Assistant (PA) Program, Northwestern Simulation (NU SIM), MD Admissions, and Office of Continuing Medical Education). Responsibilities include budget planning, quarterly forecasting, reporting and year-end close activities, as well as development and implementation of the processes and workflows that support the Department's financial activities, ensuring appropriate reconciliation and reporting. Manages daily, monthly, quarterly financial process for the Department. Applies industry and professional standards, interprets university policy and procedure, federal and state laws, granting agency guidelines, and other regulations (as applicable); recommends accounting policy for the university. Represents &/or guides Department on internal & external financial affairs by recommending alternatives & suggestions. Leads and performs all aspects of post-award financial management for sponsored projects.

The Financial Administrator collaborates regularly with senior leadership, faculty and staff across the Department, as well as in the Dean's Office, ensuring accuracy and alignment of budgets through forecasting, annual budget & salary planning and year end close.

The individual in this position, Manages a university accounting-related area or program. Manages financial operations &/or analysis in support of area/unit's mission & in coordination with central offices such as HR, Budget, Financial Aid, Facilities, Purchasing, IT, Provost, etc. Reviews a portfolio of multiple schools/depts' financial operations comprised of work that involves some extremely difficult problems &/or decisions. Manages daily, monthly, quarterly and annual financial pocesses for the area or program. Applies industry and professional standards, interprets university policy and procedure, federal and state laws, granting agency guidelines, and other regulations (as applicable); recommends accounting policy for the university. Represents &/or guides business area on internal & external financial affairs by recommending alternatives & suggestions. Leads and performs all aspects of post-award financial management for sponsored projects.

Specific Responsibilities:

Budget:

• Serves a primary role in the development & implementation of annual budget including fiscal resource allocation of appropriated, discretionary, endowment & gift revenues & expenses.

• Manages budget & provides timely, accurate financial status for the current fiscal & future plan.

• Guides units of responsibility through university budgeting and forecasting processes, reviews budget and forecasting submissions.

• Acts a Budget Office expert on units and functions within portfolio of responsibilities.

• Coordinates & completes all associated fiscal year close/open processes.

• Reviews & reconciles actual expenses to budget per NU Audit guidelines.

• Approves funds reallocation within budget as necessary & appropriate.

Analysis, Statements & Reporting:

• Measures individual net performance of all areas/units as well as consolidated area/unit income statement & balance sheet with the use of pre-defined analytical financial tools.

• Recommends changes to tools to improve analysis, forecasting, modeling & reporting & ultimately quality of financial information & analyses provided to management for planning, evaluating & controlling operations.

• Establishes proper accounting & audit trails for revenue & expenses related to programs & initiatives.

• Oversees monthly reconciliation & reports on current financial performance, impact on year-end forecast & opportunities & risks.

• Prepares area or program financial statements and regulatory reports.

• Acts as the key contact for external auditors; prepares financial statement and audit workpapers.

• Prepares sections of the university's annual financial report.

• Performs complex financial account reconciliations, statement analysis, and transaction research.

• Builds, maintains, and updates financial models and associated financial analysis.

Transactions:

• Oversees accurate, efficient and compliant workflow of all transactional processes across areas/units.

• May serve as primary Level III school approver for NU Financial transactions.

• Provides optimal customer service and financial guidance to areas/units.

• Oversees processing of all daily financial transactional activity.

• Reviews exceptions forms and reimbursements that require special attention.

• Requests new chart strings.

• Prepares faculty salary recovery & summer salary.

• Creates & monitors recharge centers.

• Monitors open encumbrances & deficit chart strings; &/or stop an expense that is inappropriate or against deficit chart string.

• Reviews status of related university unit accounts and processes; troubleshoots issues as needed.

• Leads and provides support for internal &/or granting agency audit requests.

Grants &/or Awards:

• Typically involved in the budget management of numerous research grants.

• Oversees &/or completes pre- & post-award research administration.

• Utilizes established systems (effort reporting, direct cost charging/SDA, & financial reporting) to ensure compliance with all applicable regulations.

• Interacts with Principal Investigators (PIs) to build relationships, transfer knowledge & advise on research policies & procedures.

• Oversees payroll for research appointments.

• Ensures faculty completion of effort certification.

• Provides appropriate training for staff & PIs.

• Monitors commitments and expenditures to ensure compliance with granting agency guidelines.

• Verifies accurate set up of sponsored project accounts.

Administration:

• Identifies current & future resource planning & allocation issues & develops, leads, & supervises complex studies & analyses that will assist senior staff in reaching resource planning and allocation decisions.

• Processes & presents associated data & information through the application of sophisticated database, graphic & spreadsheet tools.

• Negotiates with vendors for purchases & leases

• Acts act as project manager for design and implementation of regulatory and system changes.

• Manages operation of a computer system or system processes that support the area or program.

• Ensures that service level goals are met.

Training:

• Provides training and support to related university units or program participants

• Develops and maintains website content and training materials

Supervision:

• Supervises employees

• Trains employees

• Hires employees

• Evaluates employees' performance

• Provides work direction to other employees

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.
• 5 years 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.

• Strong understanding of financial reporting.

• Familiarity with FASB requirements.

Preferred Qualifications: (Education and experience)

• CFE-Certified Fraud Examiner
• CIA-Certified Internal Auditor
• CISA-Certified Information Systems Auditor
• CPA-Certified Public Accountant

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.

Target hiring range for this position will be between $67,978 - 95,595 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.

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