Department Fiscal Manager (Financial Administration Specialist)

Department Information

The Indiana University School of Education is known for preparing reflective, caring, and skilled educators who make a difference in the lives of their students in Indiana, throughout the United States, and around the world. Our graduates are regularly named the best teachers in the state for their innovative and creative approaches to educating students, and we prepare one third of the state's teachers. With 23 Indiana Teacher of the Year recipients, 197 Lilly Endowment fellowship winners, and nationally ranked online professional development and degree programs, the School of Education is a leader in the field and has a tremendous impact on education in the state.

Join us! We believe in the power of education, and the work we do here is changing lives in schools and communities throughout the state, the country and the world.

Job Summary

The Department Fiscal Manager provides the day-to-day oversight, management and execution of fiscal transactions for 4 academic departments within the Indiana University Bloomington (IUB) School of Education.

Department Specific Responsibilities

• Operates as part of a team and serves as an important liaison between department chairs, faculty, department administrators and the finance office, suppliers and IU campus offices.
• Provides monthly financial reports and conducts fiscal analyses for assigned departments, including projections for annual budget construction.
• Monitors IUF Target Spend progress, reports status to department chairs and department administrators monthly; develops and submits spending plans to IUF when appropriate.
• Reviews and processes financial transactions across multiple systems (KFS, BUY.IU, Emburse, FEM); approves designated transactions within delegated authority.
• Provides guidance to departments on intake processes, documentation requirements and fiscal policy.
• Evaluates fiscal procedures within assigned departments; identifies opportunities for efficiencies and recommends, develops and implements process improvements.
• Serves as the account manager on assigned operating, faculty research, and non-fellowship/scholarship IUF accounts.
• Performs other related duties as assigned, including fiscal reporting, analyses and special projects in support of the Finance Office. Serves as a backup to critical fiscal office functions as needed.
• Serves as the responsible cardholder on the P-card for each unit; manages card use, maintains transaction logs, and reconciles P-card transactions through Emburse monthly.
• Manages financial documents and approvals. Reconciles all departmental accounts monthly across operating, faculty research, and IUF non-fellowship/non-scholarship accounts.
• Manages accounts receivable, including invoice processing and submission of Revenue Producing Questionnaires (RPAQs) for new revenue producing activity. Manages the full transaction lifecycle for IUF non-fellowship and non-scholarship accounts.
• Performs period-end work (quarterly and year-end close, including encumbrance review, negative balance and stale balance resolution, and budget rollovers. Manages budget construction submissions in coordination with department chairs.

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.