Department Fiscal Manager; Financial Administration Specialist

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 School of Education.

• 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.

• 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.

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.

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

• 2 years of relevant experience.

• 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.

This role requires the ability to…