The Basic Science Administration group supports the basic science academic departments of Biochemistry and Molecular Genetics, Cell and Molecular Biology, Microbiology-Immunology, Pharmacology, and Physiology; as well as the Center for Genetic Medicine, the Simpson Querrey Center for Epigenetics and the Center for Autism and Neurodevelopment. The Assistant Manager – Transaction Processing position serves as the Manager for the Procurement and Expense Report Processing Team and is a part of the financial administration management team. This position has 3 direct reports and shared management responsibility for 1-2 additional reports.
This position supports multiple department’s financial operations by providing analysis and assistance with purchasing, approving, monitoring, and reporting. This position ensures financial transactions are completed in a timely, accurate, and compliant manner and works with leadership to document internal policies and procedures. This position provides transactional oversight for a high-volume customer service focused team.
Train, supervise, and lead staff. Ensure that staff is cross-trained to perform essential functions and performance goals are met. Conduct performance reviews. Hire staff as needed in consultation with Manager. Approve staff members’ time off and timesheets.
Ensure that service level goals are met by managing:
Daily staff assignments to support processing priorities and turnaround times regardless of employee absences or transaction volumes.
Timely processing of all payment requests and credits (including but not limited to Purchase Orders, Payment Requests, invoices received via email, Expense Reports and Cash Advances, Direct Payment Requests, Visitors’ Expense Reports, Contracted Services Forms, Domestic and International Wire Transfers, Forgivable Loan Payments, and Bank Deposits)
Performs financial account reconciliations, statement analysis, and transaction research.
Works with Dept &/or Research Administrator regarding financial grants management issues as it relates to transaction processing.
Providing review and oversight for all types of financials transactions some of which may be complex in regard to size or duration of account.
Enters individual &/or summary of transactions into journals &/or general ledger or other NU enterprise system.
Provide Dept Lvl 2 approval and/or HR Supervisor approval in NUFinancials; ensures approval based on alternatives regarding practice & policy; analyzes and classifies transactions in accordance with established chart or coding of accounts; creates new accounts; prepares, processes, reconciles & provides receipts (as appropriate) for transactions.
Reviewing and approving One-Time Use Tax Exempt Letters, Vendor Conflict of Interest, and Expense Exception Forms.
Assisting staff members with transaction processing activities as needed in handling complex or difficult issues, high priority transactions, unusually heavy transaction volumes, in meeting critical deadlines, and in providing coverage in the event of multiple staff absences.
Interpret University policies and procedures and, when needed, use judgment in making exceptions to those policies and procedures.
Gathering and analyzing transaction-processing statistics. Use the results of the analyses to evaluate staff performance relative to service level and internal goals and work with staff on performance improvement as needed.
Project workloads and balance staffing and assignments based on the projections.
Identifying and maintaining documentation on frequent errors on transactions submitted and on departments or individuals that repeatedly submit erroneous transactions, and forward this information to the Manager for action.
Responsible for continually reviewing and improving the processes in the transaction area:
Ensuring that appropriate procedures are documented and implemented.
Stay current concerning best business practices, evaluate their applicability and make adjustments as needed.
Work with Manager, Senior Financial Administrator on planning for and implementing department policy, organizational and system changes affecting transaction processing.
Acquire increasing knowledge of Accounts Payable, Procurement, Financial Management, and related processes:
Learn the functions of all transaction processing positions to provide training and coverage when warranted.
Learn the functions within the Financial Management service area in order to back up the Senior Financial Administrator.
Develop a broad understanding of the entire NU end-to-end Supply Chain process including both automated and manual components in central and school departments.
Perform the duties of the Senior Financial Administrator in his/her absence.
Perform the duties of the Manager in his/her absence.
Provides training and support to related university units or program participants; maintains website and training materials.
Performs other duties as assigned.
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.
2 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 Microsoft Excel, Access and Word software.
Must have excellent communication skills (written and verbal); ability to compose, proofread and edit various communications and documents.
Ability to work effectively in an environment in which the parameters may change daily and to adjust behavior to meet the needs of different people and situations.
Ability and willingness to explore alternatives solutions and identify opportunities to improve procedures and practices while remaining compliant to governing policies.
Display professional attitude; act diplomatically and handle challenging situations in a tactful and responsive manner.
Preferred Qualifications: (Education and experience)
At least one year of supervisory experience.
Prior experience working with sponsored research grant accounting.
Prior experience in higher education at an academic research institution.
Experience working on high-paced, high-volume transaction organizations.
Experience with finance, purchasing and budget reconciliations.
Experience supervising a transactional team or in a high-volume customer service environment.
Advanced Microsoft Excel Skills.
Preferred Competencies: (Skills, knowledge, and abilities)
Knowledge of NU systems such as NU Financials, Cognos, and MyHR (FASIS).
Problem Solving – Formulates realistic plans and contingencies and establishes appropriate measurements of anticipated results.
Action-oriented - Willing or likely to take practical action to deal with a problem or situation.
Coachability - Receptive to feedback, willing to learn, embracing continuous improvement.
Collaboration - Facilitates open and effective communication, cooperation and teamwork within and outside of one's own team.
Collegiality - Helpful, respectful, approachable; builds strong working relationships and a positive work environment.
Initiative - Exhibits energy and desire to achieve.
Meets deadlines - Displays consistency and success in adhering to deadlines.
Multi-tasking - Demonstrates ability to work on multiple projects simultaneously.
Organization - Plans, organizes and schedules in an efficient, productive manner; anticipates contingencies and pays attention to detail.
Efficiency – plan, organize and schedule in a productive manner. Demonstrate ability to solve, think critically, and multi-tsk. Seek and leverages process improvement techniques.
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: 37017
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.