Financial Coordinator

Department: MED-NU-CATS Institute
Salary/Grade: EXS/5

Job Summary

The Financial Coordinator supports the financial management and operational activities of the NUCATS Institute's Center for Clinical Research (CCR). As a member of the CCR Finance Unit, this position contributes to the financial oversight of clinical research studies, contracts, and recharge activities while ensuring compliance with university, sponsor, and regulatory requirements. Working collaboratively with CCR leadership and institutional partners, the Financial Coordinator helps advance efficient, compliant, and sustainable financial practices across the clinical research enterprise.

This role provides financial and budgetary support for a diverse portfolio of clinical research projects and departmental activities. Responsibilities include assisting with study budgeting, financial tracking, invoicing, account reconciliation, and contract-related financial processes from project initiation through closeout. The position partners with stakeholders across Northwestern University, Feinberg School of Medicine (FSM), the Office for Sponsored Research (OSR), Accounting Services for Sponsored Research and Programs (ASRSP), Northwestern Memorial HealthCare (NMHC), and Northwestern Medical Group (NMG) to coordinate financial activities and resolve routine financial issues.

The Financial Coordinator contributes to the development, implementation, and continuous improvement of financial procedures that support clinical research operations. This includes helping establish standards, tools, and templates that promote consistency in clinical trial budgeting, billing, and financial reporting across participating departments. The position also supports initiatives aimed at enhancing operational efficiency, including the implementation and optimization of Clinical Trials Management System (CTMS) processes and workflows.

Under guidance from Finance Unit leadership, the incumbent interprets and applies university policies, sponsor requirements, industry standards, and applicable federal, state, and local regulations. The role serves as a resource to investigators, research administrators, and study teams by providing guidance on financial compliance, documentation requirements, budgeting practices, and sponsor-specific expectations. The Financial Coordinator helps ensure that financial activities are conducted accurately, timely, and in accordance with established policies and regulations.

Additional responsibilities may include assisting with proposal and contract submissions, preparing budget-related information for grant applications, processing financial transactions, monitoring expenditures and project balances, supporting effort reporting activities, and providing administrative support for research programs. Through strong analytical, organizational, and customer-service skills, this position helps facilitate the successful financial management of clinical research projects and contributes to the overall mission of the Center for Clinical Research.

Specific Responsibilities

Budget

• Prepares materials for annual budget planning such as analysis, budget performance reports & year-end close data.
• Provides updated budget estimates & account research.

Analysis, Statements & Reporting

• Creates daily, monthly &/or annual analysis & reports regarding area/unit, grants &/or awards, accounts, funds, payroll, expense &/or revenue allocation, etc.
• Assists with monthly/quarterly/annual journal entries, reports and statements
• Provides support for annual audit work papers
• Maintains, and updates financial models and analysis.
  • Interprets and applies rules and regulations (NU, local, state, federal, industry, sponsor, etc.) and recommends and guides principal investigators (PIs) and research staff in the creation, submission, documenting, reporting, etc. of clinical trials financial activities ensuring appropriate compliance.

Transactions

• Enters individual &/or summary of transactions into journals &/or general ledger or other NU enterprise system.
• Troubleshoots problems; performs vendor/account research as needed; obtains additional information from or provides instruction & guidance for customers/vendors; corrects or escalates.
• Provides financial policy interpretation to determine the validity of customer requests & ensure compliance.
• Provides support for internal audit requests.

Grants &/or Awards:

• Processes subcontract payments according to rules & regulations of granting agencies.
• Reconciles subcontract payments.
• Corrects charges to various accounts.
  • Provides administrative assistance and routine problem solving in support of unit's research programs and mission. Assistance may include the preparation &/or submission of routine research proposals &/or contracts according to standard practice &/or general instruction. May assist with &/or complete proposal submissions, prepare information used in grant budgets, process and project financial transactions, &/or effort reporting activities.

Administration

• Processes & presents data & information through the application of database, graphic & spreadsheet software.
• Obtains data by downloading from enterprise system; develops and runs queries.
• Completes special financial projects such as: (enter in explanation of special projects):
• Performs general office support activities.

Training

• Assists with training of new staff members.
• Creates & provides financial training on practice, procedure, policy &/or laws & regulations to customers.

Supervision

• Provides work direction to others.
• Acts as a mentor in regard to education of junior coordinators/financial assistants.

Miscellaneous

• Performs other duties as assigned

Minimum Qualifications: (Education, experience, and any other certifications or clearances)

• Bachelor's Degree in Accounting, Business Administration, Finance or related field; OR 2 years financial administration work experience; OR equivalent combination education and experience where similar knowledge, skills, and abilities may be acquired.
• 1 year financial, budgeting &/or preparing account reconciliations or financial statements along with financial analysis experience.

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

• Excellent computer skills including proficiency in the use of spreadsheet, database and word processing software.
• Familiarity with financial reporting.
• Demonstrated consistency and reliability in level of output with focus on accuracy and thoroughness.

Preferred Qualifications: (Education and experience)

• Experience with Cerner, Power chart, Epic, Primes, and NU Financial systems.
• Lean/Six Sigma trained.

Preferred Competencies: (Skills, knowledge, and abilities)

• High level of customer service orientation and attention to detail.

The target salary range for this position is $51,350 to $58,000 annually, depending on education, qualifications, and relevant experience.

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.