Business Coordinator, Marketing Department at Northwestern University | Evanston, IL | $58K/yr – $63K/yr

Business Coordinator, Marketing Department

Evanston, IL (On-site)

$58K/yr – $63K/yrMid LevelFull time

Posted 3 months ago

Job Summary

Own and optimize the university finance and admin workflow by enforcing policy, handling payroll and reimbursements, and driving improvements with tech to support grants, budgets, and vendor management.

Own financial controls and chart of accounts maintenance across grants and operations.
Drive reimbursements, travel, and payroll related transactions with NU guidelines.
Identify service improvements and leverage technology to streamline financial processes.

Job Description

Responsibilities:

Use an advanced knowledge of skills, methods & practices & some innovation, analysis, & reasoning to choose appropriate alternatives from among pre-defined policies & procedures to complete work that includes successive steps & involves some non-routine problems &/or decisions.
Ensures that the program mission, values, guidelines, policies & procedures are implemented & maintained.
Identifies service improvement opportunities, including leveraging technology, that will better enable program/project to achieve its goals and objectives.
Performs general office support activities as assigned.
Provides support to independent contractors, temporary employees, and student staff within the academic departments including but not limited to the hiring activities, timekeeping, and payments.
Directly responsible for payroll, purchasing, travel & entertainment (T&E) transactions & requesting new chart strings using NU protocol.
Provides review and oversight of all types of financial 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.
Prepares faculty, student, and visitor reimbursements.
Processes grant-related expenditures on travel, consulting &/or equipment, along with various forms, such as Intra Institutional Vouchers, Requests for Accounting Corrections, the Research Assistant and Scholarship Appointments, &/or payroll adjustments, in accordance with granting agency guidelines & University policies & procedures.

Ensures prompt payment of invoices, researching errors/delayed transactions.
Reviews; ensures approval based on alternatives regarding practice & policy; prepares, processes, reconciles & provides receipts (as appropriate) for transactions.
Troubleshoots problems; performs vendor/account research as needed; obtains additional information from or provides instruction & guidance for customers/vendors; corrects or escalates.
Monitors open encumbrances & deficit chart strings.
Processes transfer &/or appropriation charges & may balance &/or close accounts.
Maintains Chart of Account lists.
Reviews & reconciles actual expenses to budget per NU Audit guidelines.
Provides financial policy interpretation to determine the validity of customer requests & ensure compliance
Maintains internal and external contact lists related to the academic department.
Develops and strengthens internal and external relationships by fostering active engagement in program success.

Requirements:

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 business, accounting or related; OR appropriate combination of education and experience.
1 year administrative experience including budgets, finance, grants, facilities, &/or human resources; or other relevant experience.
Advanced proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint) and databases; quick to learn new platforms.

Preferred:

Experience in higher education, academic, or professional services environments (e.g., hospitality, consulting, nonprofit)
Experience supporting financial processes and/or event coordination.
Familiarity with university systems or enterprise tools and experience working with multiple stakeholders.
Strong coordination and organizational skills, with the ability to manage multiple priorities and deadlines.
Attention to detail and financial accuracy, with sound judgment and problem-solving skills.
Proactive, service-oriented, and collaborative, with the ability to learn systems quickly and work effectively with diverse stakeholders.

Benefits:

At Northwestern, we are proud to provide meaningful and competitive benefits. The available benefits package for this position will include health, dental, vision, disability, and life insurance; paid vacation and holidays; paid medical/sick and parentalleave;tuition benefits for the employee and dependents; pre-tax and flex spending accounts for commuting and dependent care; generous retirement savings options; and wellness programs.
Work-Life And Wellness
Professional Growth & Development

Northwestern University

Northwestern is one of the nation’s premier research universities, combining innovative teaching and pioneering research in a highly collaborative, multidisciplinary, and diverse environment. Northwestern provides both students and faculty exceptional opportunities for intellectual, personal, and professional growth in beautiful settings, with two campuses located on Lake Michigan: a 240-acre campus in Evanston, minutes north of Chicago, and a 25-acre campus in downtown Chicago. A third campus in Doha, Qatar was founded in 2008. For more information visit http://www.northwestern.edu

Founded in 1908

Evanston, Illinois, USA

17K employees (763 in marketing)

northwestern.edu