Fiscal Support (Financial Administration Specialist)
Department
ARTS & SCIENCES; DEAN (BL-ARSD-IUBLA)
Department Information
The College of Arts and Sciences is the largest academic unit at Indiana University Bloomington. It is composed of 40 plus departments, 50 plus Centers, Programs, and Institutes, while also including the Eskenazi School of Art, Architecture and Design, the Hamilton Lugar School of Global and International Studies, and The Media School. Faculty in the College teach over 50 percent of the Indiana University (Bloomington) credit hours and the College occupies about 1.3 million square feet of space in 80 plus buildings on the Bloomington campus.
Job Summary
Department-Specific Responsibilities
- Serves as a financial manager for multiple assigned College units.
- Responsible for the efficient administration of College and IU processes to ensure ongoing fiscal stability of the assigned departments and centralized units.
- Manages the departmental budget construction process, monitors funding commitments, and approves expenditures.
- Serves as financial link between the College Finance Office and departmental administration.
- Provides departmental finance and staff employee training, oversight, coordination, and consultation to ensure policy and process information is disseminated and successfully implemented.
- Participates in the management of College fiscal support systems and processes.
- Provides fiscal, policy, and internal control management of all funds for assigned units in the College.
- Provides daily oversight of how funds are spent and managed; ensure funds are budgeted appropriately and utilized according to purpose, budget and fiscal policy.
- Reconciles accounts monthly. Review and analyze unit general fund and non-general fund financial variances from budget on an ongoing basis.
- Creates financial reports for assigned units to identify funding gaps and report sustainability issues to the College Finance Office.
- Oversees and monitors faculty internal award distribution, activity, and budgeting.
- Reviews and approves financial transactions in multiple systems, approve budget adjustments, open and close accounts, and provide guidance to principal investigators (PI's) and unit administrative coordinators.
- Manages financial operations of College units external grants and contracts.
- Develops external-grant closing reports including projections as needed.
- Reviews and approves external grant proposal documents and attachments, ensuring compliance with College policies.
- Serves as a Departmental contact to the IU Foundation (IUF) and maintain oversight for all IUF activities for assigned units.
- Serves as account supervisor on IUF accounts. Ensure all IUF policies and practices are followed throughout all assigned units.
- Strategizes with Chairs/Directors on the IUF's Target Spend Initiative and ensure all units meet required goals.
- Provides financial reports, models, and analyses on behalf of the College. Develop financial projections for assigned accounts
- Participates in the development, analysis, compilation, documentation, and dissemination of the College financial processes ensuring fiscal stability, integrity, and compliance with internal, institutional, and external policies.
- Evaluates financial procedures and practices within assigned units to identify weaknesses; take remedial action to correct errors.
- Coordinates the implementation of improved practices.
- Notifies senior administrators of identified issues and make recommendations for resolution.
- Provides departmental financial training to initiators/processors as needed.
- Provides oversight, coordination, and consultation to department processors to ensure university and campus policies are maintained.
- Participates and presents at monthly Fiscal Officers/Department Managers meeting upon request.
- Provides ongoing guidance and instruction to College constituents regarding KFS, KC, IUIE, HRMS, BUY.IU, Chrome River, and other financial institutional systems and policies. Participate in College-wide trainings upon request from College Finance.
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.
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