Financial Administration Coordinator at Indiana University in Bloomington, Indiana

Job Description:

Department



BIOCHEMISTRY (BL-BIOC-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 in 80+ buildings on the Bloomington campus.


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.



Job Summary



In association with the College Finance Office and MCB Department Manager, the MCB Financial Administration Coordinator performs moderately complex administrative financial duties in support of the Molecular and Cellular Biochemistry Department's daily business operations, ensuring compliance with university policies and procedures as well as applicable federal and state regulations.


Department-Specific Responsibilities

• Provides daily oversight on expenditures according to IU policy and procedure.


• Processes various documents into the university's central information systems (Travel, KFS, HRMS, etc.)


• Regularly responds to inquiries from faculty and staff regarding financial transactions and payroll processing, explaining policies and procedures.


• Prepares purchase orders for the goods and services used by research labs.


• Advises faculty on products, vendors, and pricing based on historical involvement with the department and University as a whole.


• Serves as liaison between departments, vendors, and IU Purchasing regarding products, pricing discrepancies, problems pertaining to orders and return of goods.


• Audits acknowledgements, packing slips and invoices maintained in database for accuracy; audit invoices and authorize payments to vendors.


• Responsible for physical inventory of Departmental, and Simon Hall assets/equipment.


• Maintains database for physical inventory controls.


• Coordinates, audits and processes all payroll transactions, including that of graduate students on appointment contracts.


• Manages and processes checks, retroactive and other payments, and overpayment adjustments.


• Examines specific documents to verify identity and employment eligibility to comply with federal I-9 requirements.


• Assists as first responder for department.


• Liaison between employee and Departmental Manager of personnel issues such as new hire processing and employee separation.

General Responsibilities

• With minimal supervision, 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 (or higher)

WORK EXPERIENCE



Required

• 4 years of relevant experience

Preferred

• Experience working in Indiana University finance.

SKILLS



Required

• Proficient communication skills


• Maintains a high degree of professionalism


• Demonstrates 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)


• 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

• Proficiency in Microsoft Word, Excel, Teams, and Outlook


• Significant experience with IU systems, including KFS and HRMS


• Ability and desire to work collaboratively in a strong team setting


• Demonstrates proactive problem-solving skills and willingness to ask for help


• Strong organizational 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


After training, this position is eligible to work a hybrid schedule (1 remote day during academic year, 2 remote days during academic breaks), subject to change in the future based on university policy and business needs.



Advertised Salary



$19.23 to $20.19 per hour



Benefits Overview



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

• Comprehensive medical and dental insurance


• Health savings account with generous IU contributions


• Healthcare and dependent care flexible spending accounts


• Basic group life insurance paid by IU


• Voluntary supplemental life, long-term disability, critical illness, and supplemental accidental death & dismemberment insurance


• Base retirement plan with generous IU contributions, subject to vesting


• Voluntary supplemental retirement plan options


• Tuition subsidy for employees and family members taking IU courses


• 10 paid holidays plus a paid winter break each year


• Generous paid time off plans


• Paid leave for new parents and IU-sponsored volunteer events


• Employee assistance program (EAP)

Learn more about our benefits by reviewing the IU Benefit Programs 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 opportunity employer and provider of ADA services and prohibits discrimination in hiring. See Indiana University Notice of Non-Discrimination here which includes contact information.



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