Financial Administration Coordinator
Indiana University

Job Info

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Department

SCHOOL OF SOCIAL WORK (IN-SOCW-IUINA)

Department Information

The Indiana University School of Social Work (IUSSW), founded in 1911, is a university-wide system school with CSWE-accredited MSW and BSW Programs since 1923 and 1975 respectively, reaffirmed in 2021. School headquarters are in Indianapolis at Indiana University Indianapolis (IUI) with programs on 7 IU campuses. IUSSW enrolls approximately 1,800 students across programs (PhD, MSW, BSW) and campuses. Guided by an authentic commitment to diversity, equity, and inclusion, the IUSSW is nationally and internationally recognized for educating leaders of tomorrow through community-engaged practice, research, and partnerships to positively impact individuals and society.

Job Summary

Social Work is a System-wide, multi-campus School, and transactions occur across all campuses and throughout a variety of departments. Reports to the Assistant Dean for Finance and Administration.

Department-Specific Responsibilities

• Evaluates, analyzes, interprets, and processes assigned fiscal and related tasks for the School of Social Work, a system-wide, multi-campus school.
• Evaluates, analyzes relevant University and School policies and procedures, and applies these in coordination with others in ongoing communication to complete these tasks in a timely manner.
• Performs financial and administrative tasks related to processing financial or other administrative records (supply processes, travel requests, manages Procard and reconciles purchases, processes IU Foundation e-docs)
• Oversees various fiscal requests from initiation through completion.
• Coordinates the travel process by instructing faculty on how to use Chrome River and Egencia, processing Chrome River reimbursements, reissuing and stop payments on checks, creating non-employee suppliers for reimbursements, and helping with student travel.
• Manages the school's Procards, controlling the use and performing timely reconciliation of purchases in Chrome River.
• Processes those scholarships that cannot be processed automatically and will also process fee remissions for students; requests scholarship reimbursements from the IU Foundation and ensures that scholarships and fee remissions are posted on other campuses.
• Responds to inquiries regarding financial policies and procedures; takes the lead on the most complex cases within their scope of work.
• Requests new vendors and creates contracts and requisitions in Buy IU; creates quantity receipts and cost receipts to ensure smooth processing of payments.
• Takes on more complex assignments and provides guidance to lower-level Financial Administration Coordinators.
• Maintains records of financial transactions, compiles data, and prepares reports; processes documents into the university's central information systems (Travel, KFS, HRMS, etc.).
• Investigates and resolves discrepancies that require more advanced knowledge and experience; following policies and procedures, recommends audits.
• Assists in designing, documenting, and implementing processes.
• Processes payroll and verifies accuracy of payroll information; verifies accuracy of adjustments to payroll including supplements and garnishments.
• Monitors financial accounts and ensures timely payments are made to payees.
• Serves as liaison to department and/or other university divisions.
• Provides administrative assistance and related support to the Assistant Dean for Finance and Administration; will cross-train for other functions of the finance office and assist when necessary. Those functions may include e-docs or payroll.
• Performs other duties as assigned.

General Responsibilities

• Performs financial and administrative tasks related to processing financial or other administrative records.
• Takes on more complex assignments and provides guidance to lower-level Financial Administration Coordinators.
• Maintains records of financial transactions, compiles data, and prepares reports. May oversee the processing of documents into the university's central information systems (Travel, KFS, HRMS, etc.).
• Investigates and resolves discrepancies that require more advanced knowledge and experience; following policies and procedures, recommends audits.
• Assists in designing, documenting, and implementing processes.
• Processes payroll and verifies accuracy of payroll information. Verifies accuracy of adjustments to payroll including supplements and garnishments.
• Monitors financial accounts and ensures timely payments are made to payees.
• Responds to inquiries regarding financial and/or personnel policies and procedures; takes the lead on the most complex cases within their scope of work.
• Serves as liaison to department and/or other university divisions.

Qualifications

Combinations of related education and experience may be considered. Education beyond the minimum required may be substituted for work experience. Work experience beyond the minimum required may be substituted for education.

EDUCATION

Required

• High school diploma or equivalent (such as HSED or GED)

Preferred

• Associate's degree

WORK EXPERIENCE

Required

• 4 years of relevant experience

Preferred

• 3 years of accounting related job experience

SKILLS

Required

• 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
• Highly thorough and dependable
• Possesses a high degree of initiative
• Ability to build strong customer relationships
• General knowledge or demonstrated ability to learn basic functionality of IU systems (KFS, HRMS, SIS)
• Demonstrates experience in managing and documenting workflows, processes, and/or data entry.
• Basic understanding of technology.
• Ability to use standard office equipment such as phone, fax, scanner, etc.
• Proficiency in computer systems, including standard Office software.
• Basic accounting and financial skills; ability to reconcile accounts.
• Prior demonstrated ability to apply concepts and policies to daily work functions
• Good oral and written communication skills
• Ability to clearly present material and make it accessible to a specific audience.

Preferred

• Excellent attention to detail.
• Ability to manage multiple deadlines/projects.
• Ability to independently handle complex, multi-step processes.
• Ability to enforce University policies and regulations.
• Ability to prioritize work, even with numerous interruptions.
• Demonstrates ability to audit and detect errors in documentation that is presented for processing.
• Demonstrates ability to work well with others, has a team attitude, and is customer service focused.
• Ability to type efficiently with minimal errors.

Working Conditions / Demands

This role requires the 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 the campus. The person in this role must be able to perform the essential functions with or without an accommodation.

Work Location

Indianapolis, Indiana

This position is eligible to work a hybrid schedule (mix between remote and in-person work), which is subject to change in the future based on university policy and business needs.

Benefits Overview

For full-time staff employees, Indiana University offers a wide array of benefits including:

• Multiple plan options for medical insurance
• Dental insurance
• Health Savings Account with generous IU contribution
• Life insurance, LTD, and AD&D options
• Base retirement plan contribution from IU, subject to vesting
• Additional supplemental retirement plan options
• Tuition benefit for IU classes
• 10 paid holidays per year
• Generous Paid Time Off
• Paid Parental Leave
• Employee Assistance Program (EAP)

Learn more about our benefits by reviewing our online Benefits Brochure.

Job Classification

Career Level: Mastery

FLSA: Nonexempt

Job Function: Finance

Job Family: Financial Administration
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Posting Disclaimer

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.

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 based on individual qualifications. Indiana University prohibits discrimination based on 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 iups@iu.edu or by visiting IUPD.

Contact Us

Request Support
Telephone: 812-856-1234

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