Assistant Director of Financial Administration

University of Chicago•Austin, TX

11d•$85,000 - $95,000•Onsite

About The Position

The Assistant Director of Financial Administration advances the President’s and the University’s strategic priorities by overseeing office-related budget, expense, and gift management for the Office of the President. The position manages a broad range of financial operations, balancing day-to-day processing with higher-level analysis, forecasting, and reporting in University financial systems. Serving as a primary account administrator, the role interprets and applies University financial policies, ensures compliance, and provides clear, data-informed guidance to senior leadership and colleagues. Reporting to the Senior Director for Presidential Administration and working under the guidance of the Vice President and Chief of Staff, the Assistant Director operates in a fast-paced, highly confidential environment as a trusted financial partner to stakeholders across the University.

Requirements

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

Nice To Haves

Bachelor's degree in finance, business administration, accounting, statistics, economics, or a related field.
University financial background is strongly preferred, with a proven track record of success in the financial environment.
Certified Public Accountant (CPA) license is highly desired but not mandatory.
Proficiency in Microsoft Office, including advanced Excel and PowerPoint skills, financial computing, and database software applications, with an emphasis on their integration with financial platforms.
Proficiency in financial principles, practices, and applications, including budgeting, planning, and reporting within the organization's financial ecosystem.
Strong financial modeling skills within financial platforms.
Translate financial data into actionable insights and anticipate trends.
Demonstrated ability to navigate complex environments, exercise sound judgment, and maintain confidentiality.
Work independently and manage projects with minimal supervision, while navigating financial systems.
Work effectively under pressure, adapting to changes within financial systems.
Passion for and a commitment to the mission and values of the University of Chicago.
Excellent analytical and organizational abilities, with a focus on maximizing efficiency within financial systems.
Effective interpersonal, verbal, and written communication skills, essential for collaboration within the financial community.
Collaborative work style with strong consultative skills, facilitating effective engagement with financial stakeholders.

Responsibilities

Serves as the primary account administrator for assigned account owners, delivering responsive, professional financial support in a high-volume setting.
Prepares and reviews budgets, leveraging the financial accounting system to set up accounts and to allocate, track, and control spending.
Generates regular financial reporting, reconciles and resolves account errors following standard protocols, and offers guidance on how spending patterns affect the budget.
Reviews estimated expenditures.
Prepare expenditure projections and periodic budget variance reports.
Prepare forecasts as well as analysis.
Monitors and reconciles accounts in the Operations budget and prepares financial and administrative reports for unit leadership.
Maintains tracking logs of financial transactions, ensures vendor payments are accurately posted using data reporting tools, coordinates with Procurement and other stakeholders, and assists with urgent payment resolution as needed.
Provides spending analysis and projections, oversees procurement, purchasing and contract processing for the unit.
Submits purchase requests and tracks purchase orders and encumbrances.
Reconciles ledgers to ensure subledgers align with Oracle GL.
Identifies accrual needs, flagging goods and services received but not yet invoiced at fiscal year close.
Processes and manages stipend requests and Workday updates related to costing allocations and other items that impact budget and financial reporting.
Adheres to guidelines and procedures to ensure compliance and streamline processes within the university’s financial systems.
Stays updated on university procedures, system updates, and compliance requirements, particularly within the financial systems landscape.
Works within the Oracle Cloud Project Portfolio Management (PPM) specifically for Capital Projects and Internal Awards and Discretionary Funds (IADF).
Provides professional support as a primary account administrator for account owners in an intensive customer service environment.
Analyzes and prepares budgets, creates accounts, and works with the financial accounting system to allocate, authorize, monitor, and control expenses.
Prepares monthly reports, conducts and corrects errors in accounts using existing procedures that are in place, and provides advice on the financial impact of human resources and academic affairs decisions.
Performs other related work as needed.