Financial Administration Coordinator

Indiana University; Indianapolis (IN); Hybrid; USD 45,000 - 65,000; Full time

Benefits offered by this job

Hybrid work schedule

Tuition subsidy for IU courses

Paid holidays

Job summary

Indiana University in Indianapolis seeks a Financial Administration Coordinator to provide financial and operational support across Educational Affairs. This role handles hiring documents, payroll, purchasing, and budget entry, while ensuring compliance with IU policies and procedures.

The position emphasizes collaboration with multiple units, strong communication, and the ability to work in a hybrid office setting in Indianapolis, IN. A high school diploma and relevant experience are required.

Qualifications

• High school diploma or equivalent.
• 4 years of relevant experience.
• Associate's degree preferred.
• Strong written and verbal communication skills.

Responsibilities

• Coordinate the hiring process by conducting background checks and initiating staff and faculty hiring documents.
• Approve bi-weekly timesheets and reconcile payroll.
• Monitor and reconcile financial transactions to ensure accuracy and policy compliance.
• Process daily financial transactions for employee purchasing and travel; establish vendors in Buy IU.
• Serve as fiscal officer delegate to review and approve transactions for units.
• Enter budget into the university's Budget Construction system.

Skills

Communication skills

Professionalism

Time management

Quality focus

Adaptability

Initiative

Customer relationships

IU systems knowledge

Workflow documentation

Microsoft Office

Basic accounting

Education

High school diploma

Associate's degree preferred

Tools

KFS

HRMS

SIS

Excel

Job description

EDUCATION ADMINISTRATION AND F (IN-DEOS-IUINA)

The Financial Administration Coordinator position in the dean's office of Education, Administration, and Finance provides financial and operational support for multiple organizations within Educational Affairs. Areas of service include financial account management, purchasing, travel, and hiring. The Financial Administration Coordinator may be asked to participate in dean's office committees or projects as needed.

Department-Specific Responsibilities

• Coordinates the hiring process by conducting background checks and initiating staff and faculty hiring documents
• Approves bi-weekly timesheets and reconciles biweekly and monthly payroll
• Monitors and reconciles financial transactions ensuring accuracy, resolving errors and discrepancies, and confirming compliance with Indiana University (IU) policies, guidelines, and budget requirements
• Manages or performs daily financial transaction processing for employee purchasing and travel; establishes vendors in Buy IU and ensures transactions comply with IU policies and procedures
• Serves as fiscal officer delegate to review and approve transactions for various units
• Reconciles the department P-card
• Processes Foundation Endowment Management transactions
• Enters budget into the university's Budget Construction system
• Responds to inquiries regarding financial and/or personnel policies and procedures; takes the lead resolving issues within their scope of work
• Tracks expenditures using Excel as needed and prepares regular financial account statements

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, Kuali Financial System (KFS), Human Resource Management System (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

Education

Required

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

Preferred

• Associate's degree

Work Experience

• 4 years of relevant experience

Skills

Required

• Proficient written and verbal 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
• Demonstrates ability or general knowledge to learn basic functionality of IU systems (KFS, HRMS, Student Information System (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

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.

Indianapolis, Indiana

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

Benefits

• 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.

Career Level: Mastery

FLSA: Nonexempt

Job Function: Finance

Job Family: Financial Administration

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.

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.

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 [e-mail] or by visiting IUPD.

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