Department: Medill - Administration
Salary/Grade: EXS/8

Northwestern University Medill School of Journalism, Media, Integrated Marketing Communications is a leader in education and research. As the media industry experiences unprecedented change, Medill is at the forefront of innovation. Our expert teaching and thought leadership focus on enduring skills and values as well as new techniques and technologies that are changing the way stories are told and consumed in today's digital world. In recently celebrating our 100th year in 2021, our experience in leading the fields of journalism and IMC is unparalleled.

Medill offers undergraduate and graduate degrees in journalism, and an undergraduate certificate and graduate degree in integrated marketing communications. The Medill community is tight-knit and supportive. It consists of 100 faculty, 60 staff, 1,200 students and 18,000 alumni. The diversity of the Medill community has been a source of innovation, excellence and leadership throughout our history. Today Medill continues its commitment to creating an inclusive environment and to providing equity in opportunities regarding research, teaching, administration and student services. We aim to welcome students, staff and faculty from diverse backgrounds and support them so they may thrive at Medill.

Job Summary:

The Assistant Director of Business & Finance manages the day-to-day financial operations of the Medill School at Northwestern University. This position coordinates with central offices including HR, Budget, Financial Aid, Facilities, Purchasing, IT, Research Provost, etc. The Assistant Director provides financial models and analyses for the school leadership and its partnering central offices. This position assists with the quarterly and annual budgeting and forecasting processes. The Assistant Director supervises a team of two staff members and works closely with the Executive Director to oversee the workflow and structure of the Business & Finance Office.

Please note: Supervisor provides objectives & deadlines. Work is reviewed for fulfillment of objective & deadlines & overall compliance with policy & procedures. EE completes some activities without direction, informing supervisor only of potentially controversial matters, &/or far-reaching implications.

This position will be on-site on the Evanston campus for a minimum of two days per week, while the remaining time is allowed to be worked remotely. This remote working arrangement will be evaluated on a regular basis and may be changed based on business and operational needs.

Please note: The target budgeted salary for this position is $74,000 - $82,000 annually. Offers will be based on candidate experience and education, as well as equity within Northwestern University.

Specific Responsibilities :

Budget Planning:

• Assist with reconciliation of annual management budget provided by Budget Office to prior year's allocation, including detailed summary of change to Central appropriation.
• Review entry of annual budget into NUPlans Contributor budget system, confirming entry aligns with management budget. Work with Budget Office analyst as necessary to gather allocation details that may be needed to balance budget across all funds.
• Complete thorough review of approximately half of department/program budget reports monthly, communicating concerns to Executive Director (ED) as they arise, directing ad hoc analyses as necessary, proposing solutions for ED, and following up to ensure budget issues are resolved timely.
• Complete tasks assigned by ED for quarterly all funds and tuition revenue-sharing forecasts due to the Budget Office meeting deadlines set by ED.
• Manage the day-to-day operations of the annual fiscal year-end budget close process.

Financial Management / Administration:

• Ensure that appropriate financial controls and processes in place across School are followed, working in conjunction with internal staff and various Central administrative offices, where necessary.
• Responsible for certifying that spending is appropriate and in alignment with plans and within approved budgets across School. Communicate concerns to ED on a timely basis.
• Assist with development and updates of financial reports and propose agenda items for quarterly meetings held with academic Associate Deans to review financial issues associated with academic programs.
• Review approximately half of School's chart strings monthly, taking action to resolve potential problems.
• Advise faculty and staff throughout School on financial policies and procedures as necessary.
• Responsible for regular, timely and complete update of financial reports developed for managing endowment and gift funds, to be reviewed in regular meetings with School development team, faculty and staff, as part of process to ensure that funds are spent in accordance with donor intent (i.e., proper stewardship).
• Oversee faculty research funding plans to ensure resources are allocated according to Dean's direction.
• Respond to School faculty and staff requests for budget/financial information on a timely basis, developing and presenting financial reports and analyses as necessary.
• Collaborate with Director of HR & Faculty Administration and Executive Director on salary allocation process, performed to ensure salaries are fairly allocated across School funding sources, based on faculty and staff allocation of effort.
• Coordinate review of School agreements/contracts provided to office for signature, involving Office of General Counsel and others as necessary.

Transactions / Operations:

• Oversee accurate, efficient and compliant workflow of all transactional processes across areas/units.
• Serve as primary Level 3 school approver for NUFinancials transactions.
• Supervise Financial Coordinator's (FC) role as Level 1 and 2 approver of transactions and serve as a backup approver when needed.
• Provide optimal customer service and financial guidance to areas/units.
• Oversee processing of all daily financial transactional activity.
• Review and approve requests for new chart strings entered by FC.
• Supervise monitoring of open encumbrances & deficit chart strings performed by FC, including special review of charges to deficit chart strings.
• Lead and provide support for internal &/or granting agency audit requests as necessary.
• Supervise FC's management of Medill Business Office email, providing input and assistance with problem-solving as needed.

Grants Administration:

• Provide post award management.
• Help guide pre-award budget inquiries.
• Process all effort reports.
• Work with ASRSP to close out awards.

Training:

• Develop internal financial training for faculty and staff as necessary, presenting updates to selected groups on operational issues as needed.

Supervision:

• Direct supervision of two employees, a Financial Coordinator and a Senior Accounting Specialist.
• Train direct reports.
• Hire direct reports.
• Evaluate performance of direct reports.
• Provide work direction to other employees as needed.

Miscellaneous:

• Collaborates with colleagues across the school to help advance Medill's strategic goals and improve the educational experience of our students.
• Performs other duties as assigned.

Minimum Qualifications:

• Successful completion of a full 4-year course of study in an accredited college or university leading to a bachelor's or higher degree in a major such as accounting, business administration, finance, or related; OR appropriate combination of education and experience.
• 5 years financial, budgeting &/or preparing account reconciliations or financial statements along with financial analysis or other relevant experience.

Minimum Competencies: (Skills, knowledge, and abilities.)

• Excellent computer skills including proficiency in the use of spreadsheet, database and word processing software.
• Strong understanding of financial reporting.
• Familiarity with FASB requirements.

Preferred Qualifications:

• Prior experience in a financial administration role.
• Prior experience working in higher education.
• CFE-Certified Fraud Examiner
• CIA-Certified Internal Auditor
• CISA-Certified Information Systems Auditor
• CPA-Certified Public Accountant

Preferred Competencies: (Skills, knowledge, and abilities)

• Demonstrated proficiency with PeopleSoft, Microsoft Office.

Benefits:
At Northwestern, we are proud to provide meaningful, competitive, high-quality health care plans, retirement benefits, tuition discounts and more! 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 strongly recommends COVID-19 vaccinations and boosters for people who can obtain them as a critical tool for minimizing severe illness. More information can be found on the COVID-19 and Campus Updates webpage.

The Northwestern campus sits on the traditional homelands of the people of the Council of Three Fires, the Ojibwe, Potawatomi, and Odawa as well as the Menominee, Miami and Ho-Chunk nations. We acknowledge and honor the original people of the land upon which Northwestern University stands, and the Native people who remain on this land today.

Northwestern University is an Equal Opportunity, Affirmative Action Employer of all protected classes, including veterans and individuals with disabilities. Women, racial and ethnic minorities, individuals with disabilities, and veterans are encouraged to apply. Click for information on EEO is the Law.