Financial Assistant (Hybrid)

Department: Student Finance
Salary/Grade: NEX/11

The expected salary for this position is between $25.50 - $27.50 per hour, in alignment with departmental equity and market data.

Job Summary

Reporting to the Account Operations Manager, the Financial Assistant supports the accurate, timely, and compliant administration of student financial accounts and related Account Operations processes. The position reviews and analyzes account activity; processes financial transactions, refunds, adjustments, tuition-related activity, and other specialized student account transactions; and researches and resolves account discrepancies and processing exceptions.

The Financial Assistant manages assigned operational worklists and recurring processes, utilizing reports, account data, and supporting documentation to identify items requiring review, correction, balancing, or follow-up. The position performs quality-control reviews and verifies transactions to ensure accurate processing in accordance with the University policies, established procedures, internal controls, and applicable deadlines.

The position coordinates with students, sponsors, University departments, vendors, financial institutions, and other stakeholders as necessary to obtain information and documentation, resolve discrepancies, and complete assigned operational processes. The Financial Assistant maintains accurate records and supports documentation and participates in cross-training, process improvement initiatives, and special projects.

The position requires strong analytical, organizational, and problem-solving skills; a high degree of accuracy and attention to detail; and the ability to exercise independent judgment while applying established policies and procedures.

• Accounts receivable
• Analysis
• Balancing
• Bank deposits
• Reporting
• Student accounts
• Student funding
• Wire transfers

Please note: Supervisor provides objectives & deadlines. Work is reviewed for fulfillment of objective & deadlines & overall compliance with policy & procedures. EE completes some activities without direction, informing supervisor only of potentially controversial matters, &/or far-reaching implications.

Specific Responsibilities:

Analysis, Statements & Reporting:

• Reviews and analyzes student accounts in PeopleSoft to identify discrepancies, outstanding transactions, posting errors, credit balances, incomplete processing, and other items requiring action.
• Prepares, reviews, and utilizes operational reports and worklists to identify accounts requiring refunds, adjustments, corrections, balancing, or follow-up.
• Performs account and transaction research to determine the source of discrepancies and appropriate corrective action in accordance with the University policies and established procedures.
• Reviews financial and account data for accuracy and completeness and identifies exceptions requiring additional research, documentation, or escalation.
• Performs balancing of assigned processes and transactions, investigates differences, and takes appropriate action to ensure accurate account activity and resolution.
• Monitors outstanding items and processing activity to ensure transactions are completed accurately and within established timelines.
• Identifies recurring discrepancies, processing issues, and trends and communicates findings to the Account Operations Manager to support process improvements and operational controls.
• Prepares and maintains reports, documentation, and supports related to assigned Account Operations responsibilities.

Transactions:

• Processes, posts, uploads, and maintains student account transactions in PeopleSoft and other applicable systems in accordance with established University policies, procedures, and processing requirements.
• Processes and reviews student refunds, account adjustments, corrections, tuition-related adjustments, payments, charges, and other assigned financial transactions to ensure accuracy, completeness, and appropriate authorization.
• Reviews student accounts and supporting documentation prior to processing transactions to verify eligibility, accuracy, appropriate account treatment, and compliance with established procedures.
• Processes specialized Account Operations transactions and account maintenance activities, including departmental billing and charges, tuition adjustments and overrides, third-party and employer-related transactions, and other assigned student account activities.
• Reviews accounts to identify incorrect, incomplete, duplicate, or missing transactions and completes necessary corrections or follow-up to ensure account accuracy.
• Research transaction history, account activity, supporting documentation, and system information to resolve posting errors, refund issues, account discrepancies, and other processing exceptions.
• Reviews and processes exception items and outstanding transactions requiring additional research, documentation, correction, or coordination with other University departments.
• Coordinates with internal departments and stakeholders to obtain information, approvals, or documentation necessary to accurately complete financial transactions and resolve account-related issues.
• Verifies completed transactions, postings, and uploads to ensure information has been accurately processed and appropriately reflected on the student account.
• Maintains appropriate supporting documentation and processing records to provide a clear record of completed transactions and account adjustments.

Administration:

• Communicates with students, sponsors, University departments, vendors, and other stakeholders as necessary to obtain information, documentation, or clarification needed to research accounts and complete operational processes.
• Coordinates with internal departments and external stakeholders to facilitate the timely resolution of account issues, outstanding transactions, and processing exceptions.
• Provides information regarding account activity, transaction status, documentation requirements, and established procedures when necessary to support the resolution or completion of assigned processes.
• Monitors and follows up on outstanding requests, documentation, approvals, and other items necessary to ensure assigned operational processes are completed within established timelines.
• Maintains organized and accurate documentation and records related to assigned Account Operations processes, transactions, adjustments, refunds, and account activity.
• Maintains and updates procedures, reference materials, process documentation, and other resources supporting Account Operations activities.
• Coordinates assigned recurring and ad hoc operational activities and assists with departmental projects and process improvement initiatives.
• Participates in and contributes to special projects and assignments of a similar nature and level in support of Account Operations and departmental objectives.
• Maintains confidentiality and exercises appropriate judgment when handling student, financial, and other sensitive information.

Training:

• Assists with training and cross-training staff on assigned Account Operations processes, transaction processing, account research, refunds, postings, adjustments, system functionality, and related procedures.
• Develops, maintains, and updates procedures, job aids, training materials, and reference resources to support consistent and accurate processing within Account Operations.
• Provides guidance and process-related support to staff and internal stakeholders regarding established Account Operations procedures, documentation requirements, and appropriate processing practices.
• Shares knowledge and procedural updates with team members to support consistency, accuracy, and continuity of Account Operations processes.
• Provides feedback regarding recurring processing questions, errors, or procedural challenges that may indicate opportunities for additional training, clarification, or process improvement.

Miscellaneous

Performs other duties as assigned.

Minimum Qualifications:

• High school diploma or the equivalent.

• Three years of accounting, bookkeeping, student accounts, financial reporting, or other relevant experience.

Minimum Competencies: (Skills, knowledge, and abilities.)

• Strong analytical and problem-solving skills, including the ability to review account and transaction activities, identify discrepancies, research issues, and determine appropriate next steps.

• Demonstrated ability to maintain a high level of accuracy and attention to detail when reviewing and processing financial transactions and account information.

• Ability to analyze, research, troubleshoot, and resolve billing and student account discrepancies.

• Ability to organize and prioritize multiple assignments, manage recurring processes, and meet established deadlines.

• Ability to exercise independent judgment and apply established policies and procedures to account and transaction-related situations.

• Strong computer skills, including proficiency with spreadsheet, Smartsheets, database, word processing, and other business applications.

• Ability to communicate clearly and professionally with students, University departments, sponsors, vendors, and other stakeholders.

Preferred Qualifications:

• Bachelor's degree
• Experience in higher education, student financial services, student accounts, financial operations, or a related environment.

Preferred Competencies: (Skills, knowledge, and abilities)

• Knowledge of PeopleSoft Student Financials, CAESAR, or similar student information or financial systems.
• Experience reviewing and analyzing student or customer account activity and financial transactions.
• Experience with financial reporting, reconciliation, transaction processing, or account research.
• Proficiency with Microsoft Excel and experience working with reports, spreadsheets, and large data sets.

Benefits:

At Northwestern, we are proud to provide meaningful and competitive benefits. The available benefits package for this position will include health, dental, vision, disability, and life insurance; paid vacation and holidays; paid medical/sick and parental leave; tuition benefits for the employee and dependents; pre-tax and flex spending accounts for commuting and dependent care; generous retirement savings options; and wellness programs. For a comprehensive overview of available benefits, including eligibility details, visit us at https://www.northwestern.edu/hr/benefits/index.html to learn more.

Work-Life and Wellness:
Northwestern offers comprehensive programs and services to help you and your family navigate life's challenges and opportunities, and adopt and maintain healthy lifestyles.
We support flexible work arrangements where possible and programs to help you locate and pay for quality, affordable childcare and senior/adult care. Visit us at https://www.northwestern.edu/hr/benefits/work-life/index.html to learn more.

Professional Growth & Development:
Northwestern supports employee career development in all circumstances whether your workspace is on campus or at home. If you're interested in developing your professional potential or continuing your formal education, we offer a variety of tools and resources. Visit us at https://www.northwestern.edu/hr/learning/index.html to learn more.

Northwestern University is an Equal Opportunity Employer and does not discriminate on the basis of protected characteristics, including disability and veteran status. View Northwestern's non-discrimination statement. Job applicants who wish to request an accommodation in the application or hiring process should contact the Office of Civil Rights and Title IX Compliance. View additional information on the accommodations process.

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