Financial Administration Specialist, Auxiliary Shared Services

Department

AUXILIARY SERVICES ADMINISTRAT (BA-AXAD-IUBLA)

Department Information

The Bloomington Auxiliary Shared Services team uses ethical, innovative, and sustainable business practices to provide excellent customer service, convenience, and value to the entire university community. Our Shared Service Center focuses on providing efficient and effective administrative services for the BL Auxiliaries and Student Life Operations. The goal of the share services team is to create standardization and consistency finance and administrative services while ensuring cost effective practices.

Job Summary

Department Specific Responsibilities

• Manages accounts receivable functions, including reconciliation of daily cash receipts across multiple financial systems.
• Organizes and maintains accounting records and prepare supporting documentation for audits, including cash variance analysis and credit card reconciliations.
• Compiles, analyzes, and records financial data by preparing journal entries and maintaining accurate financial records.
• Prepares, analyzes, and distributes monthly, quarterly, annual, and ad hoc financial reports to support operational and strategic decision-making.
• Analyzes financial statements to identify budget variances, trends, and compliance with organizational policies and accounting standards.
• Supports budget development, forecasting, and user fee revenue analysis by researching, collecting, and interpreting financial data.
• Prepares budget working papers, auxiliary accruals, financial schedules, and related supporting documentation.
• Develops, maintains, and enhances financial reports, databases, spreadsheets, and reporting tools.
• Administers billing and invoicing for facility rentals, sponsorships, and faculty/staff payroll deduction memberships while monitoring account activity for accuracy and timely payment.
• Assists with the implementation, administration, and maintenance of multiple point-of-sale (POS) systems.
• Collaborates with department leaders and internal stakeholders to provide financial guidance, resolve billing discrepancies, and support sound fiscal management.
• Develops and delivers staff training to promote operational efficiency and adherence to financial policies, procedures, and best practices.
• Evaluates and improves financial and administrative workflows to enhance efficiency and effectiveness.
• Participates in departmental planning by contributing to annual goals, strategic initiatives, and biannual/annual reports.
• Provides cross-functional support by serving as a backup for finance staff and participating in departmental meetings, committees, and special projects.
• Supports department-wide events and perform additional duties as assigned by finance leadership.

General Responsibilities

• Applies knowledge to accepted procedures and standards, performs 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.
• Monitors 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 independently and/or in coordination with other finance staff. Regularly explains financial concepts to non-financial employees.
• Monitors division/departmental budgets and resolves or recommends resolutions for any significant deviations from approved budgets.

Qualifications

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.

EDUCATION

Required

• Bachelors degree in finance, business, or related field.

WORK EXPERIENCE

Preferred

• Some experience in relevant field.
• 2 years of experience with general ledger, accounts receivable, and cash management.

SKILLS

Required

• 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.
• 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.
• Advanced knowledge and experience with databases, spreadsheets, and other financial applications for data organization, analysis, and reporting.

Preferred

• Experience with IUs financial policies and computing systems (One.IU, HRMS, IUIE, KFS).

Working Conditions / Demands

This role requires the ability to effectively communicate and to operate a computer and other standard office productivity equipment. The position involves sedentary work as well as periods of time moving around an office environment and the campus. The person in this role must be able to perform the essential functions with or without an accommodation.

Work Location

Bloomington, Indiana

Advertised Salary

Up to 52,000 based on experience

Benefits Overview

For full-time staff employees, Indiana University offers a wide array of benefits including:

• Comprehensive medical and dental insurance
• Health savings account with generous IU contributions
• Healthcare and dependent care flexible spending accounts
• Basic group life insurance paid by IU
• Voluntary supplemental life, long-term disability, critical illness, and supplemental accidental death & dismemberment insurance
• Base retirement plan with generous IU contributions, subject to vesting
• Voluntary supplemental retirement plan options
• Tuition subsidy for employees and family members taking IU courses
• 10 paid holidays plus a paid winter break each year
• Generous paid time off plans
• Paid leave for new parents and IU-sponsored volunteer events
• Employee assistance program (EAP)

Learn more about our benefits by reviewing the IU Benefit Programs Brochure.

Job Classification

Career Level: Core

FLSA: Exempt

Job Function: Finance

Job Family: Financial Administration

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Posting Disclaimer

This posting is scheduled to close at 11:59 pm EST on the advertised Close Date. This posting may be closed at any time at the discretion of the University, but will remain open for a minimum of 5 business days. To guarantee full consideration, please submit your application within 5 business days of the Posted Date.

If you wish to include a cover letter, you may include it with your resume when uploading attachments.

Equal Employment Opportunity

Indiana University is an equal opportunity employer and provider of ADA services and prohibits discrimination in hiring. See Indiana University Notice of Non-Discrimination here which includes contact information.

Campus Safety and Security

The Annual Security and Fire Safety Report, containing policy statements, crime and fire statistics for all Indiana University campuses, is available online. You may also request a physical copy by emailing IU Public Safety at iups@iu.edu or by visiting IUPD.

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Telephone: 812-856-1234