| Department: E-Procurement Solutions
Salary/Grade: EXS/7 Job Summary: This position is within Procurement and Payment Services. This position will oversee the business office operations, which includes managing all central bill program activities, etc. All functions listed below are performed with a high degree of independence and must be performed with integrity. This position must maintain a close working relationship with the other departments and schools, and all other units within Procurement and Payment Services. Specific Responsibilities: Manage all Central Billing Recharge Activities for the Business Office - Cost Accounting Processes for Purchasing related central bill programs to include but not limited to Copier Management, Printing and Duplicating, Internal Moving Services, Travel, Catering, Fleet, Vehicle Rental, etc.
- Facilitate and Coordinate journal transactions for central bill programs daily, weekly or monthly.
- Generate and monitor reports needed by PPS for file clean up, post audit purposes, and internal controls
- Work with internal and external customers in developing the most efficient processes when a new central bill program is implemented.
- Include management in all discussions related to program development.
- Maintain up to date and accurate process documentation for all processes supporting the central bill program.
- Serve as Subject Matter Expert (SME) for central bill program and be a resource for internal and external departmental customers
- Cost Accounting Processes for Purchasing related central bill programs to include but not limited to Copier Management, Printing and Duplicating, Internal Moving Services, Travel, Catering, Fleet, Vehicle Rental, etc.
Information Technology - Work collaboratively with Executive Director and Director of Special Projects/Service Delivery to streamline central bill and other procure to pay processes.
- Maintain cutting edge knowledge of potential technologies to streamline processes, monitor best practices, and analyze trends and new developments as they may pertain to and affect Northwestern University. A focus on process improvement and streamlining operations is a must.
Chicago Fitness Program - Management partnership with current fitness center supplier.
- Manage monthly reconciliation process for fitness program.
- Ensure fitness center supplier remains compliant with terms and conditions of contract agreement.
- Monitor member list to ensure only eligible participants are enrolled in program.
- Facilitate quarterly meetings with fitness center supplier or when needed.
Requisition and Payment Request Processing - Process monthly invoice for assigned central bill program supplier
- Process monthly invoice for fitness program supplier
- Create and process requisitions for other PPS purchases or services when needed.
Communication - Ensure website content is up to date for central bill and fitness center programs.
- When appropriate, include articles in PPS newsletter.
- Handle general issues and problem resolution in a professional manner.
Miscellaneous - Act as back-up for Customer Service Department.
- Act as back and support to Business Office Analyst.
- Run department reports to support projects or other PPS initiatives.
- May be requested to attend and support departmental events such as supplier show.
- Act as back-up for Customer Service Department.
Minimum Qualifications: - Successful completion of a full 4-year course of study in an accredited college or university leading to a bachelor’s or higher degree in a major such as business, accounting or related; OR appropriate combination of education and experience.
- 4 years' administrative experience including budgets, finance, grants, facilities, &/or human resources; or other relevant experience.
Minimum Competencies: (Skills, knowledge, and abilities.) - Exceptional time management skills.
- Extensive knowledge of the principles and practices of the purchasing to payment process.
- Proven record of effective relationship-building with internal and external stakeholders
- Demonstrated experience collaborating as part of a team.
- Strong interpersonal, communication, and organizational skills.
- Strong computer skills, especially with word processing and spreadsheets.
- Experience managing multiple people.
- Excellent oral and written communication skills.
- Ability to compile and analyze data from a problem solving perspective. Also, demonstrate good judgment and decision making related to interpreting data and making recommendations or acting on the analysis of data.
- Demonstrate high degree of integrity.
- Ability to handle multiple tasks and priorities.
- Ability to work independently, without major oversight, and utilize good judgment when making decisions. Must also be self-motivated.
- Ability to carry out special assignments, requiring the development and revision of operating policies and to evaluate their effectiveness.
- Ability to communicate effectively with faculty, staff, vendors, and the general public.
- Candidate needs to demonstrate professions demeanor.
Preferred Qualifications: - Five to ten years of accounting and IT related experience, or equivalent experience in a related service industry.
- Experience working at a higher education institution.
Preferred Competencies: (Skills, knowledge, and abilities) - Proficiency with PeopleSoft Financials.
- Exhibit continual improvement by attending relative training courses and seminars/conferences.
Northwestern University is an Equal Opportunity, Affirmative Action Employer of all protected classes, including veterans and individuals with disabilities. Women, racial and ethnic minorities, individuals with disabilities, and veterans are encouraged to apply. Hiring is contingent upon eligibility to work in the United States.
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