Senior Finance Administrator

Job Summary

The Senior Finance Administrator oversees financial operations within a university department, managing budgets, ensuring compliance, and providing financial guidance to leadership. Responsible for a variety of business operations and financial management activities including accounts payable, accounts receivable, contract administration, requisitions, procurement, expenditure review, and reconciliation. This role involves financial planning, process improvement, and collaboration with university finance teams.

Key Responsibilities & Accountabilities

Budget Management

• Manage and oversee daily financial operations, including budgeting and financial reporting.
• Develop and implement financial policies and procedures to improve efficiency and compliance.
• Prepare detailed financial reports, forecasts, and analyses for departmental leadership.
• Monitor and reconcile budgets, ensuring proper allocation of funds and adherence to financial guidelines.
• Conduct quarterly audits of expenditures (labor and non-labor) versus projections.
• Deliver monthly forecasts of expense budgets.
• Advise, train, and monitor compliance with divisional and University fiscal policies and procedures to ensure best practices are followed.
• Proactively monitor spending, make cost-effective decisions, and raise fiscal concerns with department leadership.
• Perform and present statistical analysis on merit, bonus, or market adjustment scenarios for the annual merit program.
• Identify and resolve budget-related issues and maintain expense controls.
• Analyze and determine whether work is classified as temporary non-student or independent contractor.
• Conduct budget reconciliation and procurement accounting for monthly procurement card statements.
• Recommend best practices and protocols that create efficiency.
• Serve as the division gatekeeper and work closely with departments to ensure appropriate contract documentation is in place.
• Contribute to divisional financial reviews with departments and the Assistant Director.
• Serve as the point of contact for the unit with central departments on all fiscal matters.
• Supervise and train junior finance staff, providing mentorship and guidance.

Vendor and Accounts Payable Management

• Negotiate and conduct comparisons of vendor services and pricing.
• Monitor vendor expenses and process invoices.
• Ensure correct approvals are obtained, vendors are paid on time, and invoices are processed correctly.
• Serve as the point of contact with Northeastern University Accounts Payable.
• Resolve invoice discrepancies.

Financial Operations and Compliance

• Pay invoices and track payments.
• Ensure all expense reports in Concur are accurately submitted with correct account codes and required receipts.
• Collaborate with campus offices and external vendors to ensure smooth day-to-day operations.

Minimum Qualifications

Required

• Bachelor's degree or equivalent combination of education and experience
• Minimum of two years of budget and customer service experience
• Proficiency in Microsoft Office Suite
• Excellent written and verbal communication skills
• Strong attention to detail with the ability to take initiative and follow through
• Demonstrated flexibility and positive attitude; ability to manage multiple priorities in a fast-paced environment
• Ability to manage time efficiently and effectively
• Comfort interfacing with a diverse community in a customer service-focused capacity

Preferred

• Proficiency in Banner Finance
• Experience with Enterprise Finance Systems, QuickBooks, Concur, Cognos, and TM1 (IBM) budget software platform