Financial and Academic Affairs Administrator - JR27002-3800

at University of Chicago in Chicago, Illinois, United States

Job Description

• Develops a deep understanding of the Art History Department. Communicates priorities and performance standards while routinely assessing operations. Recommends and implements operational enhancements and improvements.
• Serves as the main point of contact for the Department. Interfaces with internal and external University units and arts communities within Chicago. Answers queries from the public, including prospective students, faculty, and donors, providing information about department program offerings.
• Oversees operational workflow and collaborates with colleagues in related units to ensure continuous improvement of faculty and student services, ensuring compliance with HR policies and best practices.
• Partners closely with Art History-VRC on educational and pedagogical needs of students and faculty.
• Oversees the administrative processes of the graduate and undergraduate student programs.
• Oversees faculty and other academic appointment processes; facilitates recruitment of and integrates new faculty and visitors to the University.
• Organizes and attends faculty meetings, annual retreat; takes minutes. Oversees annual faculty report process and assists with reporting. Advises faculty with administrative positions on upcoming project scope.
• Liaise between the Department, division, University partners, and external stakeholders to service the Department and perform day-to-day functions, including management of building operations, deliveries, classroom, facilities maintenance, and building access and security.
• Supervises two full-time staff: 1) academic support and 2) event support roles, and student office assistant.
• Trains staff and faculty on policies and procedures, compliance, and office protocols. Recommends and executes process improvements. Assesses workloads for coverage and efficiencies.
• Develops and maintains best practices and process documentation (e.g., procedure manuals and standard operating procedures) for Department operations to ensure continuity and workflow.
• Discusses performance goals and promotes professional development opportunities. Engages in annual performance management process. Provides feedback and guidance to staff on day-to-day, short-term, and long-term activities.
• Provides high level budget management for complex department budgets with multiple funding sources, including two research centers.
• Oversees faculty spending, monitors expenses for allowability, reconciles expenses, and manages vendor contracts.
• Tracks spending, recommends cost saving measures, and provides budget forecasting evaluationvto leadership.
• Conducts variance analysis and ad-hoc reporting; recommends and implements short- and longterm budget plans.
• In collaboration with faculty, develops budget and planning for events, conferences, traveling seminars, etc.
• Manages post-award activities including budgets, finances, collecting data, grant reporting, responding to agency inquiries, filing for extensions, etc.
• Collaborates with divisional grant staff, foundation relations/development, and partner institutions; collaborates with URA as needed.
• Updates Development Office on account status and contributes to stewardship reports.
• In consultation with Chair and/or Director of Graduate Studies, co-drafts and edits narratives and budgets for grants.
• Researches and analyzes data to create reports and may create other reports for grants and contracts as requested.
• Develops and communicates program priorities and performance standards and assesses operations using these criteria. Plans and conducts quality assurance reviews and recommends changes as appropriate.
• Manages program budgets and recommends or makes budgetary recommendations.
• Performs other related work as needed.

• Progressively responsible administrative experience.
• Supervising staff.
• Managing finances or creating budgets.
• Grant or stewardship reporting.

• Effectively use financial systems.
• Computer programs, such as MS Office Word, and Excel, standard email and internet applications.
• Use Excel at an intermediate level.

• Manage multiple projects simultaneously and effectively.
• Strong oral/written communication skills.
• Leverage the strength of others to achieve departmental/divisional goals.
• Manage budgets effectively; apply financial tools and techniques to meet operational objectives.
• Motivate staff and teams; supervise others in a positive manner.
• Work collaboratively with colleagues.
• Strong analytical skills.
• Strategize effectively.
• Apply intercultural knowledge, interpersonal skills, and teamwork to function effectively in diverse environments.

• Office environment.
• Extensive computer work.
• Travel to various parts of campus.

• Resume/CV (required)