Financial and Grant Administrator, UChicago Arts

HUM Staff: Div Admin PA - Budget UChicago Arts The Financial and Grant Administrator, UChicago Arts works under the direct supervision of the Director of Finance, UChicago Arts. This role is essential for facilitating effective financial management and administration, processing financial activities, providing training, ensuring policy compliance, and supporting grant and development functions. The Financial and Grant Administrator, UChicago Arts works closely with the UChicago Arts Development and HR teams, and as well as colleagues across UChicago Arts and the Humanitites Division.

Hybrid work schedule available. Candidates must upload all required documents (resume, cover letter, and references) to be considered.

• Serves as UChicago Arts point person for initiating international and domestic vendor payments, maintaining a daily payment tracking log and working with colleagues across UChicago Arts and the Humanities Division to provide accurate information and facilitate payment processes, utilizing strong customer service skills.
• Processes payments to international and domestic vendors, assists with account set-up for vendors, and advises budget managers on the procurement process.
• Supports the Director of Finance in preparing budgets, reporting and analysis, creating internal tracking mechanisms, and ensuring compliance with policies and procedures.
• Analyzes and prepares budgets, creates accounts, and works with the financial accounting system to allocate, authorize, monitor, and control expenses.
• Supports the Director of Finance in working with budget managers, with an emphasis on programming budgets, to ensure appropriate management of funds, including allocation of costs.
• Reconciles monthly financial data, assists in the preparation of monthly variance reports and annual effort reports, supports the year-end close process.
• 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.
• In partnership with the Director of Finance, assists UChicago Arts Development team to manage grants and donor relations efforts.
• Processes grant activities through the university grants management system AURA, and serves as a liaison with University Research Administration as needed.
• Works with programmatic leads on financial tracking and grant reporting to ensure grant funds are spent and reported in a timely fashion.
• Provides relevant training to new hires, through assisting internal units with GEMS, and other transactions as needed, and acts as a resource for University systems.
• Keeps abreast of changes to University financial systems, policies, regulations and guidelines.
• Proposes efficiency improvements as needed and manage deadlines.
• Makes deposits as needed, tracks gifts, payments and pledges to ensure proper allocation, reconciles stale dated checks and monthly wire transfers.
• Provides professional support as a primary account administrator for account owners in an intensive customer service environment.
• 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.

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.

• Administration and financial management experience.
• Three years arts administration, grants management and donor relations experience.
• Working with foundations and other funding agencies.
• Working with arts organizations.

• Strong computer skills including use of Excel and PowerPoint.
• Familiarity with University of Chicago financial management systems, including GEMS, FST, etc.

• Excellent written and spoken communications skills.
• Handle confidential information with utmost discretion.
• Successfully manage workload that balances long-range planning with the unanticipated daily demands of managing publicly visible projects.
• Handle multiple tasks simultaneously and under tight deadlines.
• Strong organizational, planning, problem solving and project management skills.
• Take initiative, work independently and contribute as a member of a team.
• Demonstrated success in building collaborative relationships with diverse constituencies.
• Understanding of a liberal arts education and academically rigorous research University.

• Occasional evening and weekend work.
• Travel to various campus and city locations.
• Stationary office work involving computer use.

• Resume/CV (required)
• Cover Letter, including your interest in this position (required)
• Three References Contact Information (required)

Financial Management Individual Contributor 37.5 No No No Salary Exempt $65,000.00 - $80,000.00 Yes