Department

HUM Staff: Div Admin PA - Budget

About the Department

UChicago Arts

Job Summary

The Financial and Grant Administrator, UChicago Arts works under the direct supervision of the Director of Finance, UChicago Arts. This role is essential for facilitating effective financial management and administration, processing financial activities, providing training, ensuring policy compliance, and supporting grant and development functions. The Financial and Grant Administrator, UChicago Arts works closely with the UChicago Arts Development and HR teams, and as well as colleagues across UChicago Arts and the Humanitites Division.

Hybrid work schedule available. Candidates must upload all required documents (resume, cover letter, and references) to be considered.

Responsibilities

Serves as UChicago Arts point person for initiating  international and domestic vendor payments, maintaining a daily payment tracking log and working with colleagues across UChicago Arts and the Humanities Division to provide accurate information and facilitate payment processes, utilizing strong customer service skills.Processes payments to international and domestic vendors, assists with account set-up for vendors, and advises budget managers on the procurement process.Supports the Director of Finance in preparing budgets, reporting and analysis, creating internal tracking mechanisms, and ensuring compliance with policies and procedures.Analyzes and prepares budgets, creates accounts, and works with the financial accounting system to allocate, authorize, monitor, and control expenses.Supports the Director of Finance in working with budget managers, with an emphasis on programming budgets, to ensure appropriate management of funds, including allocation of costs.Reconciles monthly financial data, assists in the preparation of monthly variance reports and annual effort reports, supports the year-end close process.Prepares monthly reports, conducts and correct errors in accounts using existing procedures that are in place, and provides advice on the financial impact of human resources and academic affairs decisions. In partnership with the Director of Finance, assists UChicago Arts Development team to manage grants and donor relations efforts.Processes grant activities through the university grants management system AURA, and serves as a liaison with University Research Administration as needed.Works with programmatic leads on financial tracking and grant reporting to ensure grant funds are spent and reported in a timely fashion.Provides relevant training to new hires, through assisting internal units with GEMS, and other transactions as needed, and acts as a resource for University systems.Keeps abreast of changes to University financial systems, policies, regulations and guidelines.Proposes efficiency improvements as needed and manage deadlines.Makes deposits as needed, tracks gifts, payments and pledges to ensure proper allocation, reconciles stale dated checks and monthly wire transfers.Provides professional support as a primary account administrator for account owners in an intensive customer service environment.May work with other administrators on the procurement process, allocates expenditures for authorization, and advises in communications regarding funding agencies, subcontractors, and others at the instruction and direction of others.Performs other related work as needed.

Minimum Qualifications

Education:

Minimum requirements include a college or university degree in related field.

Work Experience:

Minimum requirements include knowledge and skills developed through 2-5 years of work experience in a related job discipline.

Certifications:

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Preferred Qualifications

Experience:

Administration and financial management experience.Three years arts administration, grants management and donor relations experience.Working with foundations and other funding agencies.Working with arts organizations.

Technical Skills or Knowledge:

Strong computer skills including use of Excel and PowerPoint.Familiarity with University of Chicago financial management systems, including GEMS, FST, etc.

Preferred Competencies

Excellent written and spoken communications skills.Handle confidential information with utmost discretion.Successfully manage workload that balances long-range planning with the unanticipated daily demands of managing publicly visible projects.Handle multiple tasks simultaneously and under tight deadlines.Strong organizational, planning, problem solving and project management skills.Take initiative, work independently and contribute as a member of a team.Demonstrated success in building collaborative relationships with diverse constituencies.Understanding of a liberal arts education and academically rigorous research University.

Working Conditions

Occasional evening and weekend work.Travel to various campus and city locations.Stationary office work involving computer use.

Application Documents

Resume/CV (required)Cover Letter, including your interest in this position (required)Three References Contact Information (required)

When applying, the document(s) MUST be uploaded via the My Experience page, in the section titled Application Documents of the application.

Job Family

Financial Management

Role Impact

Individual Contributor

Scheduled Weekly Hours

37.5

Drug Test Required

No

Health Screen Required

No

Motor Vehicle Record Inquiry Required

No

Pay Rate Type

Salary

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FLSA Status

Exempt

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Pay Range

$65,000.00 - $80,000.00

The included pay rate or range represents the University’s good faith estimate of the possible compensation offer for this role at the time of posting.

Benefits Eligible

Yes

The University of Chicago offers a wide range of benefits programs and resources for eligible employees, including health, retirement, and paid time off. Information about the benefit offerings can be found in the Benefits Guidebook.

Posting Statement
 

The University of Chicago is an Affirmative Action/Equal Opportunity/Disabled/Veterans and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, national or ethnic origin, age, status as an individual with a disability, military or veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination.

 

Staff Job seekers in need of a reasonable accommodation to complete the application process should call 773-702-5800 or submit a request via Applicant Inquiry Form.

 

We seek a diverse pool of applicants who wish to join an academic community that places the highest value on rigorous inquiry and encourages a diversity of perspectives, experiences, groups of individuals, and ideas to inform and stimulate intellectual challenge, engagement, and exchange.

 

All offers of employment are contingent upon a background check that includes a review of conviction history.  A conviction does not automatically preclude University employment.  Rather, the University considers conviction information on a case-by-case basis and assesses the nature of the offense, the circumstances surrounding it, the proximity in time of the conviction, and its relevance to the position.

 

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