What are the responsibilities and job description for the Psychology Office Manager/Business Administrator position at Loyola University?

Position Details

Job Title

Office Manager

Position Number

8100768

Job Category

University Staff

Job Type

Full-Time

FLSA Status

Exempt

Campus

Rogers Park-Lake Shore Campus

Department Name

PSYCHOLOGY

Location Code

PSYCHOLOGY (02119A)

Is this split and / or fully grant funded?

Duties and Responsibilities

The Grant and Business Administrator in the Department of Psychology reports directly to the Department Chair. The Grant and Business Administrator's duties are divided between Pre-Award and Post-Award Grant Administration along with Budgetary and Financial management for the Department.

Prepares all departmental purchases and check requisitions.
Monitors purchase orders.
Prepares expense reimbursements.
Prepares procurement card audit reconciliation reports.
Prepares expense and budget transfers.
Monitors the Department's overall operating budget vs. actual expenditures.
Assists the Department Chair in budgeting and monitoring professional development expenditures by Faculty.
Monitors consumption of Department supplies and determines appropriate charge-back amounts for supplies consumed by Faculty with external Research Grants.
Prepares Personnel Action Forms as needed.
Creates new and continuing Position Descriptions for Laboratory Staff Positions.
Processes all paperwork necessary to hire new Laboratory Staff.
Supervises Department Office Staff by assigning tasks consistent with the needs of the Department and capabilities of the Staff.
Prioritizes work and setting task completion deadlines.
Monitors work progress and evaluating work completed, approving all purchases of Department supplies.
Reviews and approve Timecards.
Approves all requests for Vacation and Personal Time Off, and performs additional tasks as directed by the Department Chair.

The Grant and Business Administrator processes, maintains, and documents new Graduate Student Applications for our three Graduate training tracks (Clinical, Developmental, and Social), and organizes Applicant interviews and orientation sessions for new Students.

Pre-Award :

Oversees preparation and submission of all Grant proposals, working closely with the Investigator and Office of Research Services (ORS) Staff.

Enters all budgetary and Grant Application information into the electronic proposal submission system used by the ORS.

Post-Award :

Oversees the disbursement, financial reporting and use for all intramural and extramural funds associated with Accounting Units established in the Department.

Reviews budget detail on a regular basis and meets with Principal Investigators to outline spending plan for the Grant Research projects.

Initiates all budget transfers, expense transfers, and salary transfers in accordance with institutional policies and OMB Circular guidelines.

Prepares and submits additional reports for all non-competitive (progress reports) and competitive renewal applications in collaboration with the PI and SPA personnel.

Prepares and approves Check Requisitions, Travel Expense Reports, Purchase Requisitions, and detailed Capital budget requests for Grant-related expenses.

Processes Payroll Action Forms related to Supplemental Salary, Course Buyout, and Grant Effort.

Monitors and reviews Grant expenditures in the Business Intelligence reporting tool through Grant Accounting Unit summary and detail reports on a monthly basis.

Provides Principal Investigators with monthly projection reports.

Provides Department Chair with summary reports.

Non-Grant Budget and Financial Departmental Duties :

Prepare all Department purchase and Check Requisitions.

Monitor purchase orders through receipt of ordered material.

Prepare expense reimbursements.

Prepare monthly procurement card reconciliation reports.

Prepare expense and budget transfers.

Monitor the Department's overall operating budget vs. expenditures.

Assists the Department Chair in budgeting and monitoring Faculty professional development expenditure.

Monitor consumption of Department supplies and arrange for appropriate charge-backs to Faculty Research Grants.

Prepare Personnel Action Forms as needed.

Create new and continuing Position Descriptions for Staff Positions as needed.

Process all paperwork necessary to hire new Staff.

Processes, maintains, and documents new Graduate Student Applications for our three Graduate training tracks (Clinical, Developmental, and Social), and organizes Applicant interviews and orientation sessions for new Students.

Knowledge, Skills, and Ability Requirements :

Bachelor's Degree in Accounting, Finance, or related field and two to four years of experience with Federal and non-Federal Grant Management. An equivalent combination of education and experience may be considered.

Must be details-oriented with excellent organizational and Supervisory skills.

Must be able to communicate effectively with Staff, Faculty, and Students, both orally and in writing.

Must understand how to work with budgets, and have a general understanding of purchasing. Basic math skills are essential.

Must be proficient in the use of common office software (including MS Word, MS Excel, MS PowerPoint, MS Outlook, Adobe Acrobat, an internet browser), and be able to learn quickly how to use specialized University systems, procedures, and forms needed for the Job (e.g., for budget reports, Purchase Requisitions, Timecards, and other applications as needed).

Minimum Education and / or Work Experience

High school Diploma or equivalent required; Bachelor's Degree preferred. Three to five years of relevant experience in an office setting with at least one year of Supervisory experience.

Qualifications

Must be details-oriented with excellent organizational and supervisory skills. Must be able to communicate effectively with staff, faculty, and students, both orally and in writing. Must understand how to work with budgets, and have a general understanding of purchasing. Basic math skills are essential. Previous experience with grant administration is critical.

Certificates / Credentials / Licenses

Bachelor's Degree. Experience managing an office and familiarity with Federal and non-Federal Grant Management is desirable.

Computer Skills

Must be proficient in the use of common office software (including MS Word, MS Excel, MS PowerPoint, MS Outlook, Adobe Acrobat, an internet browser), and be able to learn quickly how to use specialized university systems, procedures, and forms needed for the job (e.g., for budget reports, purchase requisitions, Timecards, and other applications as needed).

Supervisory Responsibilities

Required operation of university owned vehicles

Does this position require direct animal or patient contact?

Physical Demands

Repetitive Motions

Working Conditions

None

Open Date

02 / 18 / 2025

Close Date

Position Maximum Salary or Hourly Rate

64,542 / ann

Position Minimum Salary or Hourly Rate

60,000 / ann

Special Instructions to Applicants

About Loyola University Chicago

Loyola University Chicago is a private Jesuit University founded in 1870 by the Society of Jesus. One of the largest Catholic Universities in the United States, Loyola's professional schools include programs in medicine, nursing, and health sciences anchored by the Loyola University Medical Center, and the Loyola University Chicago School of Law. Comprised of thirteen colleges and schools, Loyola University Chicago offers more than 80 undergraduate and 140 graduate / professional programs while enrolling approximately 17,000 students. In addition to offering a world class educational experience, Loyola University Chicago strives to be an employer of choice by offering its staff and faculty a wide array of affordable, comprehensive, and competitive benefits. Our benefits are centered on health and wellness, financial security, equity, and work-life balance. We offer medical, dental, vision, 403(b), HSA, FSAs, tuition benefit, pre-tax transit benefits, EAP, and more. To view our benefits in detail, click here.

As one of the nation's largest Jesuit, Catholic Universities, Loyola University Chicago fosters a transformative cultural experience that honors Diversity, Equity, and Inclusion. We are committed to recruiting and retaining a diverse, mission driven workforce that enables a culture of inclusivity. We act with the heart of a nonprofit organization and an academic enterprise with ethical practices that advance the Jesuit Mission. Loyola actively seeks to build a community of diverse opinions, perspectives, and backgrounds that support our Jesuit tradition, while helping Ramblers foster a sense of belonging and affinity for all.

Loyola adheres to all applicable federal and state civil rights laws and regulations prohibiting discrimination in private institutions of higher education. Loyola does not discriminate against any employee, applicant for employment, student, or applicant for admission on the basis of race, color, religion, sex, age, sexual orientation, gender identity or expression, national or ethnic origin, ancestry, disability, marital status, parental status, military / veteran status, or any other characteristic protected by applicable law. Please see the University's entire Nondiscrimination Policy contained in The Comprehensive Policy, available at

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Salary : $60,000

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