Program Administrator

University of Chicago•Chicago, IL

12d•Onsite

About The Position

This position is responsible for providing comprehensive administrative and financial support to both the Darwin Cluster and the Dean of Students Office. The Program Administrator manages a wide variety of support including but not limited to: student reimbursements, travel, purchasing, awards processing, NDVS admissions tracking, and maintains critical communication with students, vendors, and faculty. The position will play a key role in facilitating operations across both areas. This position has a dual reporting role to the Director of the Darwin Cluster and the Dean of Students.

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

2+ years administrative or program coordination experience strongly preferred.
Experience with Oracle purchasing and/or expense reconciliation is strongly preferred.
Experience with Microsoft Office Suite, database management, and electronic tracking systems.
Attention to detail and high level of accuracy.
Strong project management skills.
Strong problem-solving skills.
Ability to work independently and collaboratively within a team.
Proven ability to manage multiple priorities and meet deadlines.
Ability to maintain confidentiality in handling sensitive information.

Responsibilities

Process reimbursements and payments for current students and prospective student recruits.
Book student travel and process other pre-approved purchasing requests (including Oracle purchasing).
Bill and invoice venders.
Reconcile GEMS expenses.
Assist the Darwin Cluster Director with special events including admissions, orientation, and retreats and serve as back-up for student dissertation defenses.
Oversee the full lifecycle of student awards from the Dean of Students Office and the Darwin Cluster program awards.
Manage the NDVS individual and program admissions and financial aid processing including NDVS application review and processing and NDVS quarterly tracking.
Serve as the project lead for student reimbursement tracking for the Division.
Manage Dean’s Council approval, purchasing, and reimbursement requests for all programs.
Uses moderate/solid understanding and experience to administer the delivery of services to program participants and/or beneficiaries.
Analyzes program budgets and recommends or makes budgetary recommendations.
Performs other related work as needed.