Fiscal Officer (Financial Administration Specialist) at Indiana University in Bloomington, Indiana

Job Description:

Department



SPEECH & HEARING SCIENCES (BL-SPHS-IUBLA)



Department Information



The Department of Speech, Language and Hearing Sciences (SLHS) is an important department in the College of Arts and Sciences (the College). We serve students and the community by advancing innovative basic and applied research in communication sciences and disorders for the purpose of knowledge acquisition, student education, professional training, and clinical practice.

We offer educational experiences at the undergraduate and graduate levels. 7 of our faculty are Deaf and teach ASL at the undergraduate level. Many of our other faculty are clinicians in the areas of audiology and speech-language pathology, and many hold research PhDs.

More Information about the Department of Speech, Language and Hearing Sciences can be found here.

More information about the College at Indiana University may be found here.



Job Summary



Department-Specific Responsibilities

• Serves as the fiscal officer for the Department of Speech, Language and Hearing Sciences (SLHS).


• Maintains the financial integrity of the Speech, Language and Hearing Sciences (SLHS) department by monitoring all departmental financial activities, developing, and implementing fiscal controls, managing contract and grant fiscal requirements, and overseeing expenditures on all department and foundation accounts.


• Works closely with the department chair and College Finance to address fiscal issues and implement financial policies.


• Provides oversight of the fiscal management of the Speech and Hearing Auxiliary clinics, whose function is to serve as a training facility for the department's clinical graduate (MA and AuD) students.


• Provides supervision to support staff.


• Works with Department Chair to develop budgets and track trends, determines funding priorities based on program needs.


• Responsible for approving all academic and staff documents and budgetary matters.


• Analyzes and oversees financial activities for departmental accounts and associated sub-accounts, departmental general fund, federal contract and grant accounts, faculty research and professional development accounts, and IU Foundation accounts.


• Ensures financial transactions are within the university policies and guidelines, and expenses are within budget lines.


• Approves transactions and activities as needed; resolves errors, discrepancies, and sensitive funding issues.


• Prepares fiscal projections based on data analyzed for budget planning.


• Trains staff and faculty in departmental IU fiscal procedures and systems.


• Upholds policies via communication to faculty and staff.


• Completes required training and certification for accessing and utilizing multiple IU systems.


• Serves as Data Manager/Access Coordinator for USSS Data Management.


• Oversees IUF and College accounts for scholarships and fellowships as well as any IUF funds available for departmental use.


• Strategizes with Chair on appropriate use of funds, ensuring compliance with IUF policies, donor intent, and target spend initiatives.


• Tracks awards for IUF reimbursement and oversees processes documentation for and receipt of reimbursement back to SLHS.


• Oversees the payroll process and resolves issues as necessary while working with the departmental Payroll Processor.


• Reviews and approves eDocs for supplemental/addition pay, summer salaries, and overloads.


• Reviews Elvira for accuracy and completeness as part of the instructional budget-setting process.


• Ensures correct use of SAA lines within budget for each academic year/semester hire.


• Responsible for the monthly reconciliation of all SLHS accounts: general funds, discretionary, faculty research, etc.


• Provides reporting to department constituents on status of funds and works with individuals on the strategic use of funds for research and department initiatives.


• Supervises IU Auxiliary Staff and all financial functions for the two auxiliary clinics.


• Reviews financial reports for SLP and AUD Clinics.


• Formulates and implements policies, with department chair, auxiliary clinic directors and College Assistant Director (AD) of Auxiliary Services, to determine fiscal needs of the clinic.


• Prepares, analyzes, and explains material variances when submitting quarterly variance reports to the College AD.


• Reviews and analyzes financial performance of auxiliary units, presents results of financial analysis, reporting, and forecasts to stakeholders.


• Maintains standard operating procedures supporting the financial review and analysis of auxiliary income, accounts receivable status, and other daily and monthly income/expense reporting tools.


• Assists clinics billing office with reconciliation of hearing aid sales, returns and credits.


• Works with clinics billing office to collect monthly productivity reports in auxiliary EMR software.


• Works with billing office to present analysis of monthly productivity to stakeholders.


• Oversees fiscal components of national accreditation body for annual reports and surveys and reaccreditation process.


• Serves as liaison with the Office of Research Administration and College Grant Administration.


• Approves route sheets on grant and contract proposals, prepares and approves underwrite requests as needed.


• Assists PIs with budgets, expenditures, and indirect costs for grant preparation and awards until project/account closes.


• Verifies expenses for student fee remissions, stipends, health insurance, and summer salaries with the College Finance Office and Office of Research Administration.


• Revises budgets, oversees expenditures and cost transfers, assists with final closing and reports of federal grants and contracts.


• Verifies and ensures cost share is appropriately recorded and invoiced on all grant accounts.


• Assists with A21 Effort Certifications and processes salary expense transfers prior to deadlines.


• Provides guidance on allowable expenses and interprets agency policies and award documents to ensure compliance.

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 conduct a variety of human resources activities including employment, labor relations, benefits, training, and classification for unit/department.


• May provide guidance to lower-level employees.

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

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

WORK EXPERIENCE



Required

• 2 years of relevant experience

Preferred

• 5 years administrative and management experience with budgeting and planning, financial policies, contracts, grants, auxiliaries, purchasing, and travel policies.


• Experience within IU

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


• 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

Preferred

• Knowledge of IU policies, procedures, and systems, including HRMS, KFS, SIS, IUIE, ELVIS, ELVIRA, iStart, PeopleAdmin, etc.


• Strong analytical and supervisory skills are necessary


• Attention to detail, the ability to set priorities, and excellent problem-solving skills are critical

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



Indiana University Health Sciences Building


2631 East Discovery Parkway


Bloomington, Indiana



Advertised Salary



$52,000 annualized wage



Benefits Overview



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

• Multiple plan options for medical insurance


• Dental insurance


• Health Savings Account with generous IU contribution


• Life insurance, LTD, and AD&D options


• Base retirement plan contribution from IU, subject to vesting


• Additional supplemental retirement plan options


• Tuition benefit for IU classes


• 10 paid holidays per year


• Generous Paid Time Off


• Paid Parental Leave


• Employee Assistance Program (EAP)

Learn more about our benefits by reviewing our online Benefits Brochure.



Job Classification



Career Level: Career


FLSA: Exempt


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 employment and affirmative action employer and a provider of ADA services. All qualified applicants will receive consideration for employment based on individual qualifications. Indiana University prohibits discrimination based on age, ethnicity, color, race, religion, sex, sexual orientation, gender identity or expression, genetic information, marital status, national origin, disability status or protected veteran status. Indiana University does not discriminate on the basis of sex in its educational programs and activities, including employment and admission, as required by Title IX. Questions or complaints regarding Title IX may be referred to the U.S. Department of Education Office for Civil Rights or the university Title IX Coordinator. See Indiana University's Notice of Non-Discrimination here which includes contact information.



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