Financial Coordinator

Summary

Job Category:: Financial Operations
Job Title:: Financial Coordinator

Job Category Definition:: This specialty covers the process of allocating and managing financial resources to enhance the acquisition and investment of unit resources as well as the overall management of income and expenditures. Functions include: treasury management, investments, cash flow analysis, banking, debt service, capital budgeting and general financial management.
Job Title Definition:: The Financial Coordinator oversees the financial operations of a department or unit, or assists a Financial Manager in the oversight of one or more administrative units; interprets, advises and disseminates financial policies and procedures to the unit; assures that unit accounting practices and procedures follow University guidelines and recommends improvements to unit procedures; processes IBIS approval path changes/updates; performs budget maintenance, monitors unit budgets to ensure adequate funds; trains, supervises, and provides input into evaluation of assigned staff; may assist in preparation of unit budgets and reports, assists in implementing accounting and office controls, assists unit staff in the development of budgets; coordinates with appropriate University offices; develops procedures and maintains financial records and internal controls, may act as a backup to the Financial Manager. Duties are performed at various levels within the defined title.
Working Conditions:: Specific physical requirements and effort are outlined in Job Responsibilities Worksheet (list of essential job duties and responsibilities specific to a particular job at the unit level) in accordance with the Americans with Disabilities Act of 1990 (ADA).
Other Requirements:

Level 1

Level Details
Job Code	Salary Band	FLSA Status
ACFN0201	E	Non-Exempt

Level 1 positions typically demonstrate baseline working knowledge of routine work applications; follow standard principles and systems and use appropriate terminology associated with a particular field of specialization; participate as a team member in a collaborative environment within a diverse workforce; actively contribute to completion of team goals and assigned tasks; clearly communicate information, ideas, or instructions verbally and in writing; follow recommended approach to assigned work to facilitate achievement of desired results; ensure safe practices and environmental consciousness are exhibited in decisions; typically work under direct and frequent supervision while performing routine duties using established procedures with detailed instructions.

Typical Education & Experience
2+ years related experience Associate's Degree or higher Or an equivalent combination of education and experience

Typical Work Duties
Provide service to a single unit in support of financial operations; advise on basic policy and procedures Coordinate various cash operations for unit to assure controls are in place; approve Reports of Cash Receipts Review and resolve issues with daily batch reporting, direct payment posting and make adjustments as directed Monitor non-student receivable accounts for unit; perform direct billing and payment processing, answer customer queries; assure reconciliations are completed on a timely basis Monitor gift and endowment accounts to assure compliance and monitor overdrafts; post scholarship awards as required in student system Monitor unit budgets for overdrafts and review for compliance with budget regulations and grant requirements or restrictions; prepare budget amendments and other pertinent forms for new accounts as directed Review wage payroll processing for assigned unit for accuracy, including approval Enter and post salary assignments in Pay and Effort for assigned unit Maintain controls for assigned unit; manage direct bill authorizations; prepare routine journal vouchers and correcting entries as required Assure timely reconciliations are completed for assigned ledger and clearing accounts in unit; recommend adjustments and refer problems to higher levels Assure policy and procedures and basic internal controls are in place; approve financial and human resources forms for unit as delegated by Manager Resolve basic issues for both internal and external customers; communicate with customers as needed, including explanation of policy and procedure; referring complex issues to higher levels Provide informal training for unit; update websites and mailing lists Document existing procedures for unit and review to assure compliance Compile data as directed; run queries for reports for unit Assist Manager of the various units with inventory and audit procedures Supervise and direct the work of other lower level staff

This profile is intended to indicate the kinds of tasks and levels of work difficulty that will be required of positions in this job title and should not be construed as declaring what the specific duties and responsibilities of any particular position shall be. It is not intended to limit or in any way modify the right of any supervisor to assign, direct, and control the work of employees under his/her supervision. The use of a particular expression or illustration describing duties should not be held to exclude other duties not mentioned that are of a similar kind or level of difficulty.

Level 2

Level Details
Job Code	Salary Band	FLSA Status
ACFN0202	F	Non-Exempt

Level 2 positions typically demonstrate intermediate knowledge of the concepts, practices and procedures of a particular field of specialization; perform intermediate tasks in defined skill areas/applications by continuously building on current job knowledge; maintain effective relationships with peers, vendors, and others in a diverse environment; support team decisions and follow through with team responsibilities; interpret information, ideas and instructions and communicate clearly and accurately both verbally and in writing including materials intended for distribution; determine causes of unusual occurrences and apply standard principles and practices to determine and implement solutions; ensure safe practices and environmental consciousness are exhibited in decisions; typically work under general supervision, while performing assignments that are varied and that may be somewhat difficult in character, but usually involve limited responsibility

Typical Education & Experience
3+ years related experience Associate's Degree or higher Or an equivalent combination of education and experience

Typical Work Duties
Provide service to multiple units in support of financial operations; advise on basic policy and procedures and resolve problems Coordinate various cash operations for multiple and/or complex units to assure controls are in place; approve Reports of Cash Receipts Review and resolve issues with daily reports; direct payment posting and make adjustments as directed; answer basic student and parent inquiries Monitor non-student receivable accounts for units; perform direct billing and payment processing; answer customer queries; assure reconciliations are completed on a timely basis Monitor gift and endowment accounts to assure compliance and monitor overdrafts; post scholarship awards as required in student system Monitor budgets for units for overdrafts and review for compliance with budget regulations and grant requirements or restrictions; prepare budget amendments and other pertinent forms for new accounts as directed Monitor wage payroll processing for units, including approval Enter and post salary assignments in Pay and Effort for assigned units Maintain controls for units; manage direct bill authorizations; prepare routine journal vouchers and correcting entries as required Assure timely reconciliations are completed for assigned ledger and clearing accounts within units; perform basic adjustments and refer complex problems to higher levels Assure policy and procedures and internal controls are in place; approve financial and human resource forms for unit(s) as delegated by Manager Resolve moderately complex issues for internal and external customers; communicate with customers as needed, including explanation of policy and procedure; referring complex issues to higher levels Provide informal training for units; update websites and mailing lists and develop training materials Document existing procedures for units and review to assure compliance; recommend changes to procedures Compile data as directed; develop and run basic queries for reports for units Assist Manager of the various units with inventory and audit procedures Supervise and direct the work of other lower level staff within unit

Level 3

Level Details
Job Code	Salary Band	FLSA Status
ACFN0203	G	Non-Exempt

Level 3 positions typically demonstrate proficient and comprehensive knowledge of defined skill areas/applications to integrate fundamental elements from other specialties into work assignments; apply knowledge of principles, practices, and procedures of a particular field of specialization to complete difficult assignments; promote a culture that is conducive to effective relationships among diverse team members; ensure safe practices and environmental consciousness are exhibited in decisions; may lead a project team involved in completion of difficult assignments, requiring proficient knowledge of field of specialization; interpret and communicate information, ideas and instructions clearly, accurately and persuasively both verbally and in writing including materials intended for distribution; incorporate new facts and ideas into group processes and apply creative thinking to develop new solutions; typically work with minimal supervision on difficult assignments, conferring with manager on unusual matters.

Typical Education & Experience
4+ years related experience Associate's Degree or higher Or an equivalent combination of education and experience

Typical Work Duties
Support and service an entire administrative area in support of financial operations; advise on policy and procedures and resolve problems (scale and scope of job moves from supporting single area, general fund operations, to increasing complexity based on size, type, income and impact of decisions on University) Coordinate various cash operations for administrative area such as deposits, reconciliation of accounts and controls over cash and credit card processing Oversee student accounting functions; work with Financial Aid and Registrar's Office to resolve basic account issues Provide service to students and parents by answering questions and resolving basic issues Oversee non-student receivable functions, including billing and payment processing; monitor account aging, answer complex customer queries; resolve reconciliation issues Oversee gifts and endowments for administrative area, including compliance with guidelines; assure scholarship processing and posting is completed Assist with budget implementation for administrative area budgets; review and approve budget amendments and new account forms; monitor budgets for overdrafts and expenditure controls and assure compliance with grant requirements and restrictions; close restricted accounts and resolve issues in consultation with Research Accounting, including requests to adjust account dates and budget controls Review human resource actions and advise on deadlines and appropriate forms; oversee wage payroll processing and management Manage Pay and Effort functions for administrative area; responsible for oversight of salary clearing account; resolve basic problems Maintain controls for administrative area; manage authorizations, including roles; prepare and approve routine journal vouchers and correcting entries as required Assure timely reconciliations are completed for assigned ledger and clearing accounts within administrative area; perform intermediate moderately complex adjustments and refer more complex problems to higher levels Serve as Manager in his/her absence, providing basic support to administrative area; enforce policy and procedure and assure internal controls are in place; approve financial and human resource forms for administrative area in a financial role (delegate or proxy) as needed Resolve intermediate moderately complex issues for both internal and external customers; communicate with customers as needed, including explanation of policies and procedures Provide informal training across administrative area; coordinate and approve updates to websites and mailing lists; develop training materials Document existing procedures for administrative area and recommend updates as needed; review for compliance and assist in auditing as needed Compile data for analysis and forecasting purposes as needed for administrative area; develop and run advanced reports in support of administrative area financial operations Assist Manager with annual processes for administrative area, including general salary increase, initial operating budget preparation, carry-forward analysis, inventory and audit procedures May serve as primary office manager, including management of financial records Supervise and direct the work of lower level staff and provide input to their performance evaluation

Level 4

Level Details
Job Code	Salary Band	FLSA Status
ACFN0204	H	Exempt

Level 4 positions typically demonstrate advanced knowledge of principles, practices, and procedures of a particular field of specialization and complete complex assignments; integrate complex elements from other specialties into work assignments; demonstrate a strong commitment to inclusionary practices which support diversity throughout the University; establish a shared vision and take responsibility for the achievement of team goals, and provide direction for appropriate implementation of plans; present ideas, concepts and instructions in a clear manner, and use persuasion and negotiation to build consensus and cooperation; ensure safe practices and environmental consciousness are exhibited in decisions; develop new techniques, concepts, theories, programs or solutions and apply them to complex strategic operating issues; typically work independently on complex work assignments, review progress and evaluate results and update management as appropriate; may direct and delegate work to lower-level staff.

Typical Education & Experience
6+ years related experience Associate's Degree or higher Or an equivalent combination of education and experience

Typical Work Duties
Coordinate cash management for administrative area (deposits, reconciliation of accounts and controls over cash and credit card processing); work with Financial Reporting on banking discrepancies Oversee student accounting functions; coordinate with Financial Aid and Registrar's Office to resolve student payment issues; work with Continuing Education credit and non-credit program invoicing and payment issues; provide service to students and parents, including resolving intermediate issues Oversee non-student receivable functions; review and monitor account aging and manage delinquent accounts; resolve complex customer issues; resolve reconciliation issues Oversee gifts and endowments for administrative area; coordinate with stewardship coordinator on endowment balances and compliance; coordinate scholarship processing and serve on scholarship committees as requested; resolve issues in coordination with Loans and Scholarships Coordinate budget implementation for administrative area, including approval of budget amendments and establishment of restricted accounts; monitor all budgets for overdrafts and expenditure controls and assure compliance with grant requirements and restrictions; coordinate research account management and resolve issues in consultation with Research Accounting, including requests to adjust account dates and budget controls Review and approve human resource actions as delegated by Financial Manager; assist with position management; oversee wage payroll processing and management and prepare advances when required; assure deadlines are met and appropriate forms are used Manage Pay and Effort functions for administrative areas, including approval as delegated; responsible for oversight of salary clearing account; resolve intermediate problems Maintain controls for administrative area; manage authorizations; assign roles as needed in coordination with ASR and Financial Manager; approve routine journal vouchers and prepare complex correcting entries as needed Responsible for reconciliation and management of ledger and clearing accounts for administrative area; make adjustments as needed and resolve problems Serve as Financial Manager in his or her absence, including advising on financial decisions; enforce policy and procedure and assure internal controls are in place; approve financial and human resource forms for administrative area in a financial role (delegate or proxy) as needed Provide service to administrative area in support of financial operations; advise on policy and procedures and resolve problems; provide assistance in developing rates and other analysis Resolve complex problems for both internal and external customers; communicate with customers as needed, including explanations of policy and procedure Provide both formal and informal training across administrative area; coordinate and approve updates to websites and mailings lists, and recommend and develop training materials in consultation with Financial Manager Document and assist in development of procedures for administrative area as needed; monitor compliance through audit and review Compile data for analysis and forecasting purposes as needed for administrative area; develop and run complex reports in support of unit and administrative area financial operations Assist Financial Manager with annual processes for administrative area, including general salary increase, initial operating budget preparation, and carry-forward analysis, inventory and audit procedures Supervise and evaluate assigned staff; resolve personnel problems and issues for Financial Assistants; serve as primary office manager, including management of financial records

Level 5

Level Details
Job Code	Salary Band	FLSA Status
ACFN0205	I	Exempt

Level 5 positions typically extend mastery of job knowledge to the principles, theories and practices of related specialties; expand knowledge of best practices and incorporate into all work assignments and procedures; evaluate and enhance current practices and efforts to ensure optimal support of diversity; oversee leadership of teams and projects that involve extensive cooperation and coordination between multiple departments across the University or with external customers; prepare written and/or verbal presentations or proposals on highly complex issues and deliver to a broad variety of audiences; identify and implement innovative solutions to important, highly complex strategic and/or operational issues which may involve unusual circumstances and incomplete or conflicting data; ensure safe practices and environmental consciousness are exhibited in decisions; work independently on highly complex or strategic assignments; may direct and supervise lower-level staff.

Typical Education & Experience
8+ year related experience Associate's Degree or higher Or an equivalent combination of education and experience

Typical Work Duties
Coordinate cash management for administrative area (deposits, reconciliation of accounts and controls over cash and credit card processing); work with Financial Reporting on banking discrepancies; assist Financial Manager in overseeing merchant accounts and compliance with security standards Oversee student accounting functions; coordinate with Financial Aid and Registrar’s Office to resolve issues; work with Continuing Education credit and non-credit program invoicing and payment issues; provide service to students and parents, including resolving complex issues Oversee non-student receivable functions; review and monitor account aging and manage delinquent accounts; advise on impact to operations; resolve complex customer issues; resolve reconciliation issues Oversee gifts and endowments for administrative area; resolve basic problems with Development; coordinate with stewardship coordinator on endowment balances and compliance; coordinate scholarship processing and serve on scholarship committees as requested; resolve issues in coordination with Loans and Scholarships Coordinate budget implementation for administrative area, including approval of budget amendments and establishment of restricted accounts; monitor all budgets for overdrafts and expenditure controls and assure compliance with grant requirements and restrictions; manage research accounts and resolve issues in consultation with Research Accounting, including requests to adjust account dates and budget controls Approve human resource actions as delegated by Financial Manager, including calculation of partial pays; responsible for position management adjustments and managing open and new positions; manage wage payroll processing; authorize advances as required Manage all Pay and Effort functions as well as salary clearing account and approve adjustments including transfers as required; work with Payroll and OHR to resolve complex problems Maintain controls for administrative area; manage authorizations; assign roles as needed in coordination with ASR and Financial Manager; approve routine journal vouchers and prepare complex correcting entries as needed Responsible for reconciliation and management of ledger and clearing accounts for administrative area; make adjustments as needed and resolve issues with central offices Serve as Financial Manager in his or her absence, including advising on strategic and financial decisions; enforce policy and procedure and assure internal controls are in place; approve financial and human resource forms for administrative area in a financial role (delegate or proxy) as needed Provide service to administrative area in support of financial operations; advise on policy and procedures and resolve problems; provide assistance in developing business models, programmatic analysis and approved rates Resolve complex problems for both internal and external customers; manage customer problems and responsible for sensitive communications as needed Provide both formal and informal training across the administrative area; approve updates to websites and mailing lists and assure that all materials are current; recommend and develop training materials as needed Document and develop procedures for administrative area as needed; monitor compliance through audit and review Compile data for analysis and forecasting purposes as needed; develop and run complex reports in support of unit and administrative area financial operations; develop reporting structures for administrative area Responsible for performing assigned audit functions; assist Financial Manager with annual processes for administrative area, including general salary increase, initial operating budget preparation, inventory and carry-forward analysis Hire, supervise and evaluate assigned staff; resolve personnel problems and issues for Financial Assistants; serve as primary office manager, including management of financial records