Financial Administration Specialist, Auxiliary Services at Indiana University

Posted in Other 11 days ago.

Location: Bloomington, Indiana

Job Description:



Department Information

Auxiliary Business Services is a diverse group of organizations that provide essential services to students, faculty, and staff, in support of the university's academic mission on the Bloomington campus. Our Shared Service Center focuses on providing efficient and effective administrative services to help these organizations achieve their goals. The Shared Service Center provides services related to Finance, Purchasing, Human Resources, Payroll, and Marketing. While the services provided and departments served by Auxiliary Business Services is expansive, this position will primarily work with Housing Operations and Dining & Hospitality.

Job Summary

Department-Specific Responsibilities

  • Reconciles accounting records and compiles and analyzes financial information to prepare monthly accounting entries.

  • Responsible for timely payments of visiting vendor commissions, including reviewing and understanding vendor contacts to accurately pay and report to vendors per contact, and working with other teams to capture appropriate information to calculate payments.

  • Participates in a variety of advanced general accounting activities involving the establishment, maintenance, and reconciliation of accounting records, and controls for general accounting accrual and auxiliary accounts.

  • Coordinates the preparation of monthly journal entries.

  • Distributes expenditures, encumbrances, receipts, and receivables according to schedules.

  • Oversees the adjustments, reconciliation, and corrections of accounts, general ledger, and sub ledgers, and maintains records as necessary.

General Responsibilities

  • 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 conduct a variety of human resources activities including employment, labor relations, benefits, training, and classification for unit/department.

  • 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


  • Bachelor's degree in accounting



  • 2 years of relevant experience



  • Proficient communication skills

  • Maintains a high degree of professionalism

  • Demonstrated 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

  • Demonstrated 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

  • Demonstrated 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

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

This position is eligible to work a hybrid schedule (mix between remote work 2 days per week and in-person work 3 days per week) once fully trained, subject to change in the future based on university policy and business needs.

Benefits Overview

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

  • Multiple plan options for medical insurance

  • Dental insurance

  • Health Savings Account with generous IU contribution

  • Life insurance, LTD, and AD&D options

  • Base retirement plan contribution from IU, subject to vesting

  • Additional supplemental retirement plan options

  • Tuition benefit for IU classes

  • 10 paid holidays per year

  • Generous Paid Time Off

  • Paid Parental Leave

  • Employee Assistance Program (EAP)

Learn more about our benefits by reviewing our online Benefits Brochure.

Job Classification

Career Level: Career

FLSA: Exempt

Job Function: Finance

Job Family: Financial Administration
Click here to learn more about Indiana University's Job Framework.

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 employment and affirmative action employer and a provider of ADA services. All qualified applicants will receive consideration for employment based on individual qualifications. Indiana University prohibits discrimination based on age, ethnicity, color, race, religion, sex, sexual orientation, gender identity or expression, genetic information, marital status, national origin, disability status or protected veteran status. Indiana University does not discriminate on the basis of sex in its educational programs and activities, including employment and admission, as required by Title IX. Questions or complaints regarding Title IX may be referred to the U.S. Department of Education Office for Civil Rights or the university Title IX Coordinator. See Indiana University's 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 or by visiting IUPD.

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