Financial Administration Specialist

Indiana University Bloomington

Bloomington, IN

ID: 7080832
Posted: July 6, 2021
Application Deadline: Open Until Filled

Job Description

Department Information
Molecular and Cellular Biochemistry is a modern, vibrant academic science department offering both undergraduate and graduate programs. We are housed in Simon Hall, a multidisciplinary science building strategically located between the departments of Biology, Chemistry, Medical Sciences, and Physics. This location mimics the goals of our department, which is to build scientific bridges between these various disciplines by stimulating interdisciplinary research among different fields.

Our department continues to grow, with a number of faculty researchers and teachers who utilize leading-edge physical and structural biology methodologies to address exciting questions in the life sciences. Our areas of expertise are broad and include such sub-disciplines as structural virology, chromosome biochemistry, and the analysis of membrane receptors.

More information about the Department of Molecular and Cellular Biochemistry at Indiana University may be found here.

The College values diversity, equity, and inclusion as a core strength and essential element in the success of its educational mission. For the full diversity statement, click here.

Job Summary
Using knowledge and application of accepted procedures and standards, performs 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.
Monitors 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 independently and/or in coordination with other finance staff. 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.
Specific department responsibilities:

Serves as the key and cornerstone financial position for the department of Biochemistry carrying out financial and budgetary management and an array of critical administrative responsibility for the department.
Serves as Fiscal Officer for the department of Biochemistry and oversees budgetary activities for the operating budget, grant accounts, faculty research accounts, IU foundation accounts and Auxiliary accounts.
Approves all financial documents to ensure ongoing fiscal integrity and provide continued fiscal oversight.
Provides daily oversight of how funds are spent and manage and review accounts on a monthly basis to ensure that funds are budgeted appropriately and are spent according to fiscal policy; that funds are spent in alignment with the account purpose; that the account is effectively reconciled on a monthly basis and that either the expenditures are in conformity with the budget or that appropriate budget changes have been made to reflect a change in the original budget.
Ensures that appropriate fiscal processes and controls are in place and work with the College Finance Office to ensure department is following all IU procedures whether HR, Purchasing, Travel, etc., through both centralized and on-site detailed reviews of departmental practices, ongoing effective dissemination of changing institutional policy requirements, consulting with and recommending to departmental personnel improvements to current practices and assignment of duties.
Works with the chair and the College Finance Office to complete the annual budget construction process for the department.
Monitors and reviews to ensure adherence to the budget.
Provides oversight on department IUF accounts to ensure accounts are properly set up and appropriate signers are put in place.
Ensures funds are spent according to donor intent.
Provides routine assistance in preparation of grant proposal budgets and work with ORA to assist department and faculty submitting grants or managing grants.
Assists with creation of the summer budget, in collaboration with the department, and schedule courses which drives the budget.
Contribute to ELVIRA providing assistance with developing the SAA budget.
Oversees, in collaboration with Biology’s Director of Business Affairs, processing of financial related documents and spending such as travel and purchasing being processed in shared model with Biology.
Manages all grants and grant activity for the department of Biochemistry. Assist PIs and ORA in grant submissions.
Keeps track of appropriate grant deadlines and maintains awareness of which expenditures are allowable on the grants in the department.
Attends all required College and Research Administrative meetings applicable to MCB and Notifies senior College management of circumstances which warrant attention and take remedial action to correct the situation such as overspending or improper practices within unit.
Develops and prepares regular (monthly, quarterly, annual, etc.) department financial and grant reports to assist department and college stakeholders who need information from the department.
Completes department effort reports and other reports as needed by the College.
Develops and revises departmental policies/procedures in collaboration with the Chair and the Director of Facilities and Laboratory Services.
Initiates investigations and provide solutions to resolve complaints/problems and prevent reoccurrence.
Collects data and prepare reports/analyses as needed.
This position reports to the College Finance Office. In this capacity, the College Finance Office may ask this position to develop reports specific to Biochemistry or share best practices from the department.
This position may also service on internal committees as needed.
Qualifications
EDUCATION

Required

Bachelor's degree in finance, business, or a related field.
WORK EXPERIENCE

Required

Some relevant experience.
Preferred

Three years of financial, account, or budgetary management experience.
Combinations of related education and experience may be considered.

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.
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

Ability to understand accounting processes and reconciliation of accounts.
Ability to analyze financial documents and reports.
Working knowledge of general accounting procedures and policies.
Strong organization skills.




 

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