Financial Assistant

Northwestern University; Evanston (IL); Hybrid; USD 48,000 - 54,000; Full time

Benefits offered by this job

Health, dental, vision, disability, &/

Tuition benefits

Flexible work arrangements

Job summary

Northwestern University in Evanston, IL, invites applications for a Financial Assistant in the Department of Chemistry. The role provides financial, administrative, and research support, under senior staff guidance, handling financial management, payroll coordination, procurement, and post-award activities.

The position offers a hybrid work schedule combining in-office and remote work, with a target salary range of $48,024–$54,288 per year.

Qualifications

• High school diploma or the equivalent.
• At least three years of administrative, financial, accounting, or higher education experience preferred.
• Experience with university budgeting and sponsored research administration desirable.
• Knowledge of university policies and procedures and internal controls.

Responsibilities

• Prepare and monitor financial transactions for assigned faculty portfolios.
• Process expense reports, reimbursements, purchasing requests, and journal entries.
• Review transactions for accuracy, completeness, and policy compliance.
• Reconcile accounts and investigate discrepancies.
• Assist with monthly financial reporting and department closeout.
• Assist with post-award administration and grant expenditures monitoring.
• Coordinate payroll funding updates and labor distribution corrections.
• Maintain personnel records and supporting documentation.
• Serve as primary contact for assigned faculty and research groups.
• Ensure transactions comply with university policies and assist audits.

Skills

Attention to detail

Customer service

Multitasking

Excel

Microsoft Office

Written and verbal communication

Analytical skills

Teamwork

Confidentiality

Education

Bachelor's degree in Business, Finance, Accounting, Higher Education Administration, or related field

Tools

Microsoft Excel

Microsoft Office Suite

Job description

Evanston, Illinois

Department: WCAS Chemistry
Salary/Grade: NEX/11

The Financial Assistant provides financial, administrative, and research administration support to faculty, staff, and departmental leadership within the Department of Chemistry. Working under the guidance of senior financial staff, this position assists with financial management, personnel administration, payroll coordination, procurement, expense processing, and post-award research administration activities. The Financial Assistant serves as a key customer service resource for faculty research groups and helps ensure compliance with university policies, sponsor guidelines, and financial controls. This position supports the department's commitment to operational excellence, responsiveness, and stewardship of university resources.

The target salary range for this position is $48,024 - $54,288 annually, which is $23.00 - $26.00 hourly. This position works a hybrid work schedule, with a combination of in-office and remote work.

Specific Responsibilities:

Financial Administration

• Prepare and monitor financial transactions for assigned faculty portfolios.
• Process expense reports, reimbursements, purchasing requests, and journal entries.
• Review transactions for accuracy, completeness, and policy compliance.
• Reconcile accounts and investigate discrepancies.
• Assist with monthly financial reporting and account monitoring.
• Support year-end financial activities and departmental closeout processes.

Research Administration

• Assist with post-award administration of sponsored projects.
• Monitor grant expenditures and funding balances.
• Prepare financial reports and supporting documentation for principal investigators.
• Ensure expenditures comply with sponsor and university guidelines.
• Coordinate with central administrative offices regarding grant-related transactions.

Personnel and Payroll Administration

• Process position appointments and personnel transactions.
• Assist with faculty, staff, student, postdoctoral, and visiting scholar funding changes.
• Coordinate payroll funding updates and labor distribution corrections.
• Maintain personnel records and supporting documentation.

Customer Service and Faculty Support

• Serve as a primary contact for assigned faculty and research groups.
• Respond promptly to inquiries regarding financial transactions, payroll, travel, and purchasing.
• Provide guidance on university policies and procedures.
• Build collaborative relationships with faculty, students, and administrative partners.

Compliance and Internal Controls

• Ensure transactions comply with university policies and procedures.
• Maintain documentation supporting financial transactions and approvals.
• Assist with audits, monitoring activities, and compliance reviews.
• Support strong internal controls and risk management practices.

Operational Support

• Participate in process improvement initiatives.
• Assist with special projects and departmental reporting needs.
• Support implementation of new financial processes and systems.
• Contribute to a collaborative and service-oriented business office environment.

Miscellaneous

Performs other duties as assigned.

Minimum Qualifications:

• High school diploma or the equivalent.
• At least three years of administrative, financial, accounting, or higher education experience preferred.

Minimum Competencies:

• Strong attention to detail and organizational skills.
• Excellent customer service and interpersonal skills.
• Ability to manage multiple priorities and meet deadlines.
• Proficiency in Microsoft Excel and Microsoft Office applications.
• Strong written and verbal communication skills.
• Ability to analyze financial information and identify discrepancies.
• Ability to work independently and collaboratively in a team environment.
• Commitment to confidentiality and professional integrity.

Preferred Qualifications:

• Bachelor's degree in Business, Finance, Accounting, Higher Education Administration, or related field; or equivalent combination of education and experience.
• Experience working with financial systems, budgets, or sponsored research administration is desirable.
• Experience in a university or research-intensive environment.
• Knowledge of sponsored research administration.
• Experience with financial, payroll, and HR systems.
• Familiarity with grant management and compliance requirements.

Success Factors

• A strong customer-service mindset.
• Proactive problem-solving abilities.
• Excellent organizational and time-management skills.
• Commitment to accuracy and accountability.
• Ability to build trusted relationships with faculty and administrative partners.
• Dedication to supporting research and academic excellence.

Benefits:

At Northwestern, we are proud to provide meaningful and competitive benefits. The available benefits package for this position will include health, dental, vision, disability, and life insurance; paid vacation and holidays; paid medical/sick and parental leave; tuition benefits for the employee and dependents; pre-tax and flex spending accounts for commuting and dependent care; generous retirement savings options; and wellness programs. For a comprehensive overview of available benefits, including eligibility details, visit us at https://www.northwestern.edu/hr/benefits/index.html to learn more.

Work-Life and Wellness:

Northwestern offers comprehensive programs and services to help you and your family navigate life's challenges and opportunities and adopt and maintain healthy lifestyles. We support flexible work arrangements where possible and programs to help you locate and pay for quality, affordable childcare and senior/adult care. Visit us at https://www.northwestern.edu/hr/benefits/work-life/index.html to learn more.

Professional Growth & Development:

Northwestern supports employee career development in all circumstances whether your workspace is on campus or at home. If you're interested in developing your professional potential or continuing your formal education, we offer a variety of tools and resources. Visit us at https://www.northwestern.edu/hr/learning/index.html to learn more.

Northwestern University is an Equal Opportunity Employer and does not discriminate on the basis of protected characteristics, including disability and veteran status. View Northwestern's non-discrimination statement. Job applicants who wish to request an accommodation in the application or hiring process should contact the Office of Civil Rights and Title IX Compliance. View additional information on the accommodations process.