Executive Administrator

University of Chicago•Hyde Park, IL

2d•Onsite

About The Position

The Executive Administrator (EA) is the top administrative officer for the Department of Public Health Sciences (PHS) within the Biological Sciences Division (BSD). The EA reports directly to the Department Chair. The EA plans, coordinates, executes and directs broad and complex financial and management functions in support of departmental research and teaching, supervises the administrative staff, and works with the BSD shared administrative groups. This role focuses on budget development, adherence to University and Federal Guidelines, financial analysis, and oversees human resource management, information technology management, safety and regulatory compliance, space planning, and all other relevant administrative processes. This position is the key administrative leader for the department in support of the Chair and Faculty and is required to effectively utilize resources to accomplish the department's overall objectives in research and education.

Requirements

Minimum requirements include a college or university degree in related field.
Minimum requirements include knowledge and skills developed through 7+ years of work experience in a related job discipline.

Nice To Haves

Master’s degree in accounting, administration, or related field.
Experience working in an academic environment, education, research or nonprofit administration.
Progressively responsible administrative experience.
Advanced proficiency with Microsoft Office (Word, Excel, Outlook and PowerPoint).
Managing budgets and finance.
Experience working with senior leadership.
Experience supervising administrative staff.

Responsibilities

Manages all departmental administrative staff for finance, operations, grants/contracts, academic affairs and human resources. This includes the hiring, training, evaluation, disciplinary action, termination, development, retention and salary decisions related to staff.
For shared administrative functions that are provided centrally in the Division, the EA will work with the shared staff group to ensure that the Department’s administrative needs are met. Where no specialized staff positions exist nor are there shared staff , the EA will be responsible for these functions.
Establish synergies, cross-training, development and back up for the staff as needed.
Develop administrative programs to enhance staff skills and to improve the effectiveness of existing services, with the primary emphasis being on the administration of faculty research.
Execute department objectives subject to divisional constraints to create the most positive and efficient outcomes.
Work with departmental Chair to establish goals and objectives for the department as derived internally and in conjunction with the BSD Dean's office and monitor progress toward policy and goal achievement.
Represent the Chair as appropriate.
Act as liaison between the Chair and faculty with sponsored awards, University Research Administration, Development Office and BSD in analyzing research-funding needs with the objective of supporting faculty in pursuit of funding opportunities.
Works with department Chair and the Dean's office to develop, administer and monitor the annual budget, capital equipment, operations, faculty federal and non-federal budgets recharge operations and personnel budgets.
Oversee all aspects of non-research expenditures, and manage the discretionary funds, endowments/gifts, and accounts for numerous active/emeritus faculty.
Responsible for the oversight and production of all materials specific to federal, non-federal and unrestricted departmental funding.
Manages the administrative function of the Biostatistical Consulting Laboratory and oversees the financial reporting of said recharge operation.
Works directly with the BCL Director on all needs of the recharge operation.
Work in conjunction with the Survey Lab Director on the oversight of the recharge operation in regards to the impact on the department.
Manages the daily operations of an organizational unit or assists with managing the daily operations of a larger organizational unit, primarily in the areas of financial, purchasing, grant, facilities, human resources and support services management.
Ensures compliance of staff with organizational, University and other relevant policies and guidelines.
Manages all financial activities, including financial analysis and reporting, budgeting, accounting, accounts receivable/payable, and procurement.
Oversees facilities management, including renovations, moves, maintenance and ongoing facilities operations.
Manages development of all contracts, including those with vendors and other institutions.
Conceives and directs special projects related to the business of the organizational unit.
May oversee the management of informational technology planning, ensuring necessary operating and information systems and resources are in place to accomplish strategic goals.
Manages space, facilities, and equipment, including renovations, moves, maintenance and ongoing facilities operations.
Performs other related work as needed.