Financial Assistant

sustainable financial practices across the clinical research enterprise. The position provides financial analysis, transaction processing, and general accounting services for departmental, clinical research, recharge, and sponsored project accounts administered by CCR.

Responsibilities include preparing, analyzing, and reconciling financial reports and account statements; processing financial transactions such as invoices, journal entries, and expense reimbursements; maintaining clinical trial databases, financial tracking systems, and study records; supporting invoicing, collections, and study closeout reconciliation activities; and ensuring compliance with university policies, sponsor requirements, industry standards, and applicable federal and state regulations. The Financial Assistant also assists in identifying and resolving routine financial discrepancies, collaborates with CCR leadership and institutional partners to promote effective financial stewardship and operational efficiency, and provides administrative, clerical, and other financial support as needed to advance the Center's mission.

This is a hybrid position with an expectation of working both remotely and on-site at Northwestern University's Chicago campus.

The NUCATS Institute is committed to maintaining a culture that values and prioritizes professional growth and work-life balance and to sustaining a welcoming environment for all team members.

Specific Responsibilities

Budget:

• Maintains & tracks individual budget accounts.
• Coordinates annual budget process including tasks associated with the open/close processes.
• Updates calendar, spreadsheets, templates & forms; monitors submissions.
• Completes reconciliation procedures.
• Creates summary reports.

Analysis, Statements & Reporting:

• Prepares account, budget, cost, expenditure &/or funds analysis.
• Provides reports to managers/PIs in tracking payment status & notification when balances & activities do not comply with policy, procedures or are inadequately prepared.
• Creates reports & queries; reviews for incomplete records, data entry errors, &/or accounting mistakes.
• May analyze open encumbrances that are no longer valid & recommend appropriate modifications to ensure smooth processing of financial transactions.

Transactions:

• Completes & maintains transactions in enterprise systems.
• Provides review and oversight of all types of financial transactions, some of which may be complex in regard to size or duration of account.
• Reviews; ensures approval based on alternatives regarding practice & policy.
• Troubleshoots problems.
• Performs vendor/account research as needed.
• Obtains additional information from or provides instruction & guidance for customers/vendors; corrects or escalates.
• Accesses multiple banking systems to process transactions, retrieve information, &/or initiate wire transfers.
• Provides financial policy interpretation to determine the validity of customer requests & ensure compliance.
• Contacts outside agencies, banks &/or banking systems to obtain clarification of rules &/or regulations.
• Enters information into database.

Grants &/or Awards:

• Provides assistance regarding grant financial administration such as preparing financial information for grant submission.
• Completes post award accounting.
• Sets-up sub-contracts &/or start-up research accounts.
• Modifies grant budgets.
• Closes grants.
• Processes subcontract payments according to rules & regulations of granting agencies.
• Reconciles subcontract payments.
• Verifies payroll funding entries.
• Corrects charges to various accounts.

Administration:

• Provides excellent customer service, over the phone and in person, answering standard questions regarding status of requests, policies and procedures for processing transactions, &/or instructions for completing paperwork.
• Instructs & advises regarding options and appropriate courses of action & follows up on inquiries to ensure customer satisfaction.
• Completes other administrative &/or clerical activities such as organizing meetings; reserving AV equipment.

Training:

• Assists with training of new staff members.
• Creates & provides financial training on practice, procedure, policy &/or laws & regulations to customers.

Miscellaneous:

• Performs other duties as assigned.

Minimum Qualifications

• Bachelor's degree
• 2 years accounting &/or bookkeeping or other relevant experience.
• Demonstrated experience managing financial records, processing transactions, and reconciling accounts.

Minimum Competencies

• Excellent computer skills including proficiency in the use of spreadsheet, database, and word processing software.
• Basic understanding of accounting principles and financial reporting practices.
• Strong organizational skills and attention to detail with the ability to maintain accurate financial records.
• Ability to analyze financial information and identify discrepancies.
• Effective written and verbal communication skills.
• Ability to prioritize multiple assignments and meet deadlines in a fast-paced environment.

Preferred Qualifications

• Bachelor's degree in Accounting, Finance, Business Administration, or a related financial field.
• Experience supporting clinical research finance, clinical trial budgeting, invoicing, and study reconciliation.
• Experience working in an academic medical center, research institution, contract research organization (CRO), pharmaceutical company, or healthcare environment.
• Experience managing sponsored research, recharge/service center activities, or contract-related financial processes.
• Experience with Northwestern University financial systems and business processes or similar enterprise financial systems.

Preferred Competencies

• Working knowledge of Generally Accepted Accounting Principles (GAAP) and financial management practices.
• Knowledge of clinical trial financial management, including invoicing, payment tracking, budgeting, and study closeout activities.
• Familiarity with sponsored research administration and regulatory requirements associated with clinical research.
• Strong analytical and problem-solving skills with the ability to identify and resolve financial issues independently.
• Excellent interpersonal skills with the ability to collaborate effectively with investigators, study teams, sponsors, and institutional stakeholders.
• Demonstrated professionalism, discretion, and ability to maintain confidentiality when handling sensitive financial information.
• Ability to work independently, exercise sound judgment, and take initiative in managing responsibilities.
• Adaptability and ability to manage multiple priorities while maintaining accuracy and customer

Target hiring range for this position will be between $21 - $ 24 per hour. The offered rate will be determined by the applicant's education, experience, knowledge, skills, and abilities, as well as internal equity and alignment with market data.