at University of Chicago in Chicago, Illinois, United States
Job Description
DepartmentHUM Staff: CMS Cinema and Media Studies
About the Department
Since its founding in 1995, the academic program in Cinema and Media Studies has assembled a group of leading scholars in the field and developed a world-wide reputation for original, rigorous, and influential scholarship. With the growth and definition of its undergraduate and graduate curricula, the department has been attracting an impressive succession of students with a wide range of interests and backgrounds. The Media Arts and Design major nurtures nimble makers and critical thinkers, blending theory with playful experimentation. MADD graduates excel in diverse fields, ranging from indie game design and creative technology to arts education and entrepreneurship. Their contributions across industries underscore the adaptability of the MADD curriculum and the wide-ranging potential of their expertise, bridging art and technology.
Job Information
Job Summary:
The Senior Financial and Administrative Assistant supports the Cinema and Media Studies (CMS) department, including Media Arts and Design (MADD) major activities by managing a broad range of financial, administrative, and coordination functions. Key responsibilities include processing reimbursements and payments, maintaining records and directories, assisting with event logistics, and supporting academic and student activities.
Candidates must upload a resume and letter of interest to be considered for this position. When applying, the documents MUST be uploaded via the My Experience page in the section titled, Resume/CV of the application.
Responsibilities:
- Processes a high volume of financial transactions for the departments, including reimbursements and payments for academics, visiting faculty, students, vendors, grants, GEMS activities, departmental awards, student stipends, honorariums, department invoices, and event-related expenses.
- Keeps careful record of financial purchases, account balances, and spending via a tracking spreadsheet; provides a monthly update to department/center administrator on balance in general operating accounts, and a quarterly update on balances in specialized accounts.
- Troubleshoots and reconciles financial transaction concerns; elevates issues as needed.
- Stays current on financial systems, policies, and processes through regular trainings and adoption of best practices.
- Manages daily office operations; sorts mail, answers phone, greets visitors, maintains office equipment, orders supplies, and manages office supply inventory.
- Maintains and updates calendars for department-controlled rooms,coordinating use for classes,workshops, and events.
- Requests faculty and student profile updates at the beginning of each academic year. Updates and maintains departmental directories, listservs, websites, wikis, and internal documents using platforms such as Word, Excel, PowerPoint, LiveWhale, etc.
- Meets regularly with CMS and MADD administrators to discuss workload and priorities. Attends trainings to stay informed of university and divisional guidelines.
- Assists with coordinating departmental events in consultation with the Department Chair, Administrators, and student workers.
- Assists with event promotion and communications, using listservs and other means to advertise events for graduate, undergraduate, and internal events.
- Assists with event logistics: booking travel, coordinating catering, setting up and breaking down rooms, and liaising with students and partner institutions. May attend occasional evening events.
- Supports course submission process and assists with College Catalog updates.
- Supports admissions and academic review processes.
- Performs other duties as assigned.
Competencies:
- Attention to detail.
- Work collaboratively in a team environment supporting multiple stakeholders.
- Troubleshoot and resolve issues.
- Adapt to changing priorities and demands in a dynamic environment.
Additional Responsibilities
Education, Experience or Certifications:
Education:
- Bachelor's degree required.
Experience:
- 2+ years providing administrative and financial support, perferably in an academic/higher education setting.
Technical Knowledge or Skills:
- Financial processing.
- Office coordination.
- Event planning.
R equired Documents:
- Resume/CV
- Cover Letter
When applying, the document(s) MUSTbe uploaded via the My Experience page, in the section titled Application Documents of the application.
Benefit Eligibility
Yes
The University of Chicago offers a wide range of benefits programs and resources for eligible employees, including health, retirement, and paid time off.
Pay Rate Type
Hourly
Pay Range
$21.58 - $31.60
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.
Scheduled Weekly Hours
37.5
Union
024- Local 743, I.B.T. Clerical
Job is Exempt
No
Drug Test Required
No
Health Screen Required
No
Motor Vehicle Record Inquiry Required
No
Posting Date
2025-05-20
Posting Statement
The University of Chicago is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, or expression, national or ethnic origin, shared ancestry, 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.
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.
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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