Senior Fiscal Support (Financial Administration Specialist)

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Job description

Department

ARTS & SCIENCES; DEAN (BL-ARSD-IUBLA)

Department Information

The College of Arts and Sciences is the largest academic unit at Indiana University Bloomington. It is composed of 40+ departments, 50+ Centers, Programs, and Institutes, while also including the Eskenazi School of Art, Architecture and Design, the Hamilton Lugar School of Global and International Studies, and The Media School. Faculty in the College teach over 50 percent of the Indiana University (Bloomington) credit hours and the College occupies about 1.3 million square feet of space in 80+ buildings on the Bloomington campus.

Job Summary

Reporting to the College Finance Office, this role serves as a senior financial manager for multiple assigned College units. This role serves as financial link between the College Finance Office and departmental administrations.

Department-Specific Responsibilities

• Responsible for the efficient administration of College and IU processes to ensure ongoing fiscal stability of the assigned departments and centralized units.
• Manages the departmental budget construction process, monitors funding commitments, and approves expenditures.
• Provides departmental finance and staff employee training, oversight, coordination, and consultation to ensure policy and process information is disseminated and successfully implemented.
• Participates in the development, redesign, and oversight of College fiscal support systems and processes.
• Provides fiscal, policy, and internal control management of all funds for assigned units in the College.
• Provides daily oversight of how funds are spent and managed; ensures funds are budgeted appropriately and utilized according to purpose, budget and fiscal policy.
• Reconciles accounts monthly. Reviews and analyzes unit general fund and non-general fund financial variances from budget on an ongoing basis.
• Creates financial reports for assigned units to identify funding gaps and report sustainability issues to the College Finance Office.
• Oversees and monitors faculty internal award distribution, activity, and budgeting. Reviews and approves financial transactions in multiple systems, approves budget adjustments, opens and closes accounts, and provides guidance to principal investigators (PI's) and unit admins.
• Manages financial operations of College units, external grants and contracts. Develops external-grant closing reports including projections as needed. Reviews and approves external grant proposal documents and attachments, ensuring compliance with College policies.
• Serves as a Departmental contact to the IU Foundation (IUF) and maintains oversight for all IUF activities for assigned units. Serves as account supervisor on IUF accounts. Ensures all IUF policies and practices are followed throughout all assigned units. Strategizes with Chairs/Directors on the IUF's Target Spend Initiative and ensures all units meet required goals.
• Provides financial reports, models, and analyses on behalf of the College. Develops financial projections for assigned accounts
• Participates in the development, analysis, compilation, documentation, and dissemination of the College financial processes ensuring fiscal stability, integrity, and compliance with internal, institutional, and external policies. Evaluates financial procedures and practices within assigned units to identify weaknesses; take remedial action to correct errors; coordinates the implementation of improved practices. Notifies senior administrators of identified issues and make recommendations for resolution.
• Participates in the development, analysis, compilation, documentation, and dissemination of the College financial processes ensuring fiscal stability, integrity, and compliance with internal, institutional, and external policies.
• Evaluates financial procedures and practices within assigned units to identify weaknesses; take remedial action to correct errors; coordinatse the implementation of improved practices. Notifies senior administrators of identified issues and make recommendations for resolution.
• Provides departmental financial training to initiators/processors as needed. Provides oversight, coordination, and consultation to department processors to ensure university and campus policies are maintained. Participates and presents at monthly Fiscal Officers/Department Managers meeting upon request.
• Provides ongoing guidance and instruction to College constituents regarding KFS, KC, IUIE, HRMS, BUY.IU, Chrome River, and other financial institutional systems and policies. Participates in College-wide trainings upon request from College Finance.

General Responsibilities

• Using knowledge and application of accepted procedures and standards, performs detailed 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.
• Makes recommendations on policies and guidelines for division/department activities.
• Controls all expenditures and statement of accounts to ensure regulatory compliance and fiscal integrity.
• Manages general appropriation, endowment, federal and non-federal grants and contracts, and gift funds.
• Develops, plans, and makes recommendations on special projects, which may include space allocations, staffing, equipment purchases, and long-range plans.
• Prepares operating and project budget drafts. Regularly explains financial concepts to non-financial employees.
• Monitors division/departmental budgets and resolves or recommends 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.
• May provide guidance to lower-level employees.

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

• Bachelor's degree in finance, business, or related field

Preferred

• Master's degree

WORK EXPERIENCE

Required

• 2 years of relevant experience

Preferred

• 5 years of professional, financial experience in budget forecasting, financial analysis and accounting
• Familiarity and experience with IU systems, including KFS, KC, HRMS, TIME, SIS, BUY.IU, Chrome River systems
• Experience with the financial management of external funding

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
• Seeks to acquire knowledge in area of specialty
• Highly thorough and dependable
• Demonstrates a high level of accuracy, even under pressure
• 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

Preferred

• Knowledge of IU policies, procedures, and systems, including HRMS, KFS, SIS, IUIE, ELVIS, ELVIRA, iStart, PeopleAdmin, etc
• Strong analytical and supervisory skills
• Attention to detail, the ability to set priorities, and excellent problem-solving skills

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

Bloomington, Indiana

Advertised Salary

$56,000 - $58,000 annualized wage, paid monthly

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
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