Senior Financial and Administrative Assistant

University of Chicago•Chicago, IL

2d•Onsite

About The Position

The Senior Financial and Administrative Assistant supports the Arts and Humanities East Asian Languages and Civilizations (EALC) and Linguistics departments 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 document(s) MUST be uploaded via the My Experience page, in the section titled Application Documents of the application.

Requirements

Process and manage high-volume financial transactions accurately, including reimbursements, stipends, honorariums, and grant-related payments across multiple account types.
Proficiency in maintaining financial tracking spreadsheets, monitoring account balances, and providing clear and timely updates to department administrators.
Troubleshoot and reconcile financial discrepancies, with sound judgment on when to escalate issues to appropriate parties.
Commitment to staying current on financial systems, University policies, and best practices through ongoing training and self-directed learning.
Strong organizational skills to manage daily office operations, including mail handling, supply inventory, visitor reception, and equipment maintenance.
Maintain and coordinate room and calendar scheduling across multiple departments to support classes, workshops, and events.
Strong written and verbal communication skills.
Strong organizational skills.
A college or university degree is required.
Minimum 2 years of progressively responsible administrative or financial assistant experience required.

Nice To Haves

Experience with platforms such as Word, Excel, PowerPoint, LiveWhale, etc.

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, and event-related expenses.
Keeps careful record of financial purchases, account balances, and spending via a tracking spreadsheet; provides balance updates to department administrators.
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, 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.
Updates and maintains departmental directories, listservs, websites, wikis, and internal documents using platforms such as Word, Excel, PowerPoint, LiveWhale, etc.
Produces departmental materials, including promotional literature, posters, logos, and event signage using existing templates.
Meets regularly with EALC and Linguistics department administrators to discuss workload and priorities.
Attends trainings to stay informed of university and divisional guidelines.
Coordinates with academics to gather course requests for standard courses, ensures compliance with Registrar and department standards, proofreads submissions, and assists with College Catalog updates.
Communicates with students and faculty regarding internal departmental awards. Distributes calls, collects submissions, organizes materials for committee review, and communicates outcomes.
Provides clerical support for academic appointments and grade submissions.
Assists with coordinating departmental events in consultation with the Department Chair, Administrator, and student workers.
Assists with event logistics by booking travel, coordinating catering, setting up and breaking down rooms, and liaising with students and partner institutions.
May attend occasional evening events.
Performs other duties as assigned.