Budget Administrator, Sue Ling Gin Center for Education and Public Programs

Our Mission: Since the 1893 World Columbian Exposition, our organization has aimed to connect people to the natural environment and human history.

The SLG Education and Public Programs Budget Administrator works closely with all projects and programs to track project spending. They will provide budgeting and tracking support for the Finance Department, as well as monitor revenue and expense activity, in close collaboration with all divisions. This position reports to the Senior Director of the Department.

Duties and Responsibilities:

• Create each fiscal year's Annual Budget Tracking System for all approved budgets; tracks unrestricted, restricted, and grant funds
• Maintains Summary of Division Programs which lists all current accounts used during the fiscal year
• Reconcile budgets in Netsuite monthly and share them with Managers, the Directors, and the Senior Director
• All financial transactions involve the Budget Administrator (Purchase Orders, Payment Approvals/ Invoices, Business Expense Reports [Staff Reimbursements], and Cash Advances). Review for accuracy, check against budget balance, obtain signature approval if necessary, make a copy for records (complete data entering), and deliver to Finance Dept. for processing either physically or through Netsuite.
• Oversee the procurement cards for over 15 employees
• Review staff monthly charges and receipts for accuracy
• Budget Reconciliations, reconcile/approve all transactions for each staff member on the Chase site - staff fills in their expense description boxes. Fill in accounting strings where needed for staff and approve each transaction
• Print out monthly Account Code Details reports from the Chase site for all staff activity and complete data entering of all the expense
• Finance Reports are received each month- reconcile these reports with budget tracking system
• Timesheet submission in ADP for 40-70 staff members every 2 weeks (Summer staff levels are higher)
• Review each timesheet for accuracy, make changes when necessary, and approve each timesheet
• Payroll Reports from Human Resources (Every 2 weeks)
• Review for accuracy and enter salary plus fringe benefits expense in budget tracking records.
• Main Contact for Finance Department
• Generate special reports for grant reporting
• Generate reports for proposal planning
• Generate reports and budgets for Institutional Advancement as needed
• Other duties as assigned

Qualifications:

• Bachelor's degree, preferably in accounting or a related field
• Proficient in Microsoft Office (i.e., Word, Excel, etc.)
• Excellent organizational skills with the ability to prioritize
• Communicating effectively, both verbally and in writing, with an emphasis on resolving outstanding items
• Accuracy and attention to detail are imperative
• Minimum of one to two years experience in a professional environment; previous accounting experience preferred

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The Field Museum is an equal-opportunity employer. We are committed to providing a workplace free from discrimination, embracing diversity, and fostering mutual respect. We value the unique perspectives each team member brings, which empowers our ability to innovate and overcome challenges.

At the Field Museum, we are dedicated to making our career website and recruitment process accessible to everyone. If you encounter any difficulty when using or accessing our online application, or if you need a reasonable accommodation for completing your application, participating in interviews, or any other part of the selection process, please reach out to us at accessibility@fieldmuseum.org.