Financial and Grant Administrator

University of Chicago•Chicago, IL

42d•$65,000 - $80,000•Hybrid

About The Position

The Division of the Arts & Humanities comprises 19 degree programs across 16 departments and committees, with approximately 650 students from around the world enrolled in our PhD, MFA, and MA programs. The students and academics in our departments dedicate themselves to the thoughtful consideration of humanities' place in the world. This dedication is displayed through our interdisciplinary centers and programs. The Division of the Arts & Humanities thrives thanks to its engaging and dynamic staff members, who provide essential infrastructure to support faculty and students while driving institutional success. Candidates are required to upload a resume and letter of interest to be considered for this hybrid, full-time, benefits eligible position. Under the direction of the Director, Financial and Grant Services (FGS), the Financial and Grant Administrator coordinates projects in monitoring financial operations, including accounting, budgets, financial controls, purchasing, risk management, and/or sponsored awards.The Financial and Grant Administrator plays a vital role on the Financial and Grant Services (FGS) team supporting academics and staff by ensuring smooth and timely financial operations and compliance.This position is responsible for processing and approving expense transactions through GEMS (SAP Concur), assisting with academic and staff financial inquiries, maintaining accounts, and supporting audits and reconciliations. Additionally, this role involves training, troubleshooting, and general financial administration to optimize workflows, increase efficiency, and enhance customer service. This role will also help streamline financial processes and ensure accurate record-keeping.

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

3+ years in a financial/procurement administrative role in higher-ed environment, financial services, or customer service.
Excellent customer service skills providing timely, professional, and solution-oriented support.
Strong analytical and problem-solving abilities.
Advanced organizational skills.
Capability to prioritize multiple responsibilities effectively in a high-volume, fast-paced environment.
Proficiency in Microsoft Office Suite, particularly Excel.
Strong understanding of financial processes, reconciliation, and compliance.
Proficiency in financial software, including SAP Concur (GEMS) and related platforms.
Detail-oriented mindset with a commitment to accuracy and efficiency.

Responsibilities

Provide expert financial support to academic and staff GEMS account owners while delivering high-quality customer service to ensure smooth financial operations in a fast-paced, high-demand environment.
Manage GEMS expense and approval processes, assisting with a high volume of academic accounts and GEMS cardholder activities.
Manage OAA appointment approvals and essential administrative processes, such as issuing welcome letters and following up with Shared Services as needed.
Facilitate procurement requests, ensuring compliance with financial policies and optimizing efficiency.
Process financial transactions, including journal entries, and manage academic financial requests.
Collaborate with financial and grant administration team to onboard new hires with financial responsibilities.
Collaborate with Shared Services and IT teams to resolve financial system issues timely and efficiently.
Collaborate with financial and grant administration team to develop and deliver financial training sessions and resources for the division community. Participate in all staff meetings as relevant to update community on financial system and processes.
Create and maintain user guides on financial system functionalities, best practices, and compliance protocols.
Perform financial data entry tasks IADF Project Management ensuring accuracy and consistency.
Oversee Individual Awards and Discretionary Funds (IADF) project and award maintenance.
Set up and manage new financial accounts to maintain accuracy and integrity in financial records.
Conduct transaction reviews for policy compliance and proper documentation.
Assist with travel reimbursements, ensuring accurate processing and adherence to guidelines.
Support account reconciliations and budget tracking to maintain financial accuracy and integrity.
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 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.
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.

Benefits

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.

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