Financial Admin Specialist, Auxiliary Shared Services

About the role

The Auxiliary Shared Services team uses ethical, innovative, and sustainable business practices to provide excellent customer service, convenience, and value to the entire university community. Our Shared Service Center focuses on providing efficient and effective administrative services to help IU Auxiliary Services to achieve their goals. As Campus Auxiliaries continues to integrate AI into its financial operations, this position provides a unique opportunity to gain hands on experience with AI while building valuable skills for a career in the evolving fields of finance and accounting.

Department Specific Responsibilities

• Serves as the fiscal officer for various units within Campus Auxiliaries, ensuring compliance with university policies and the appropriate use of funds across multiple departments and business units.
• Works closely with the RC Fiscal Officer, Auxiliary Finance Team, and the Executive Director.
• Supports budget development, prepares financial reports, and performs routine fiscal analysis.
• Develops and documents policy and internal procedures and provides guidance, direction, and training to staff in all aspects of financial activities.
• Advises staff on financial operations, including accounting considerations, compliance, and university policy for external and internal billing.
• Provides oversight on accounting and reconciliation to ensure alignment with IU fiscal policies and procedures alongside overall fiscal integrity.
• Evaluates processes and procedures, develops and implements changes to ensure accuracy, timeliness, and compliance to regulations and policies.
• Works collaboratively with associated auxiliary units, providing accounting and fiscal oversight for the auxiliary and business functions.
• Is responsible for and be the primary contact for all audits including IU annual audit, internal audits, and any other fiscal review.
• Provides oversight to credit card activity, including reconciliation, and ensuring compliance and review of chargebacks.
• Reviews and approves travel, HRMS e-docs, and IUF documents; ensuring that the charges are reasonable and compliant and then taking the appropriate approval action.
• Will provide continuous improvements via observations, leveraging technology, and utilizing AI resources.
• Provide and maintain monthly reporting and analysis to the unit directors and financial leadership.
• Provide planning analysis for purchases, rate changes, operational cost-benefit analysis, etc.
• This position makes sound business decisions based on data from internal institutional data (IUIE, DSI, etc.).
• Makes recommendations regarding financial data and account structures.
• Seeks to develop additional tools and reports to deliver meaningful analysis in the most efficient manner.
• Performs audit activities to ensure IU policy compliance in a variety of areas, including payroll and income reconciliation.
• Advises management in a variety of matters related to and/or affected by financial policy and procedure.
• Serve as an expert resource to management on department and university financial policy and procedure, working to ensure departmental compliance with applicable rules and regulations through consultation with decision makers.
• Attends meetings to review and discuss topics and issues relative to the administration and conduct regular budget meetings with leadership.

General Responsibilities

• Using knowledge and application of accepted procedures and standards, performs detailed 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.
• Controls all 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. 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 provide guidance to lower-level employees.

Education

• Bachelor's degree in finance, business, or related field.

Work Experience

• 2 years of relevant experience.

Skills

• 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.
• Seeks to acquire knowledge in area of specialty.
• Highly thorough and dependable.
• Demonstrates a high level of accuracy, even under pressure.
• Intermediate understanding of technology; experience using electronic platforms to perform various tasks.
• Demonstrates 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.
• Demonstrates 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.

Pay

Up to 70,000, based on experience.

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)