Finance Administrator
The University of Chicago

Job Info

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Department

EPIC - Adminstration and Operations

About the Department

The University of Chicago Institute for Climate and Energy (CEI) is a groundbreaking effort uniting faculty from across the university to advance society's understanding of our energy and climate future. The Institute combines faculty insights in energy markets and policy, climate systems engineering, and energy technology to produce world-changing ideas while also investing in the next generation of energy and climate thinkers, leaders, and innovators through novel educational programs.

Job Summary

The Finance Administrator will act as the primary financial and analytical liaison for assigned departments and initiatives, overseeing budget development and providing comprehensive financial management support. This role will drive the development and integration of unit-specific financial data analytics and reporting, focusing on establishing standardized metrics and methodologies to evaluate both University-wide and department-level financial performance. Additionally, the Finance Administrator will contribute to the formulation of long- and short-term financial goals, business strategies, and financial forecasts. The role involves coordinating quarterly and year-end reporting for the operating budget, leveraging a solid understanding of financial principles.

Responsibilities

• Analyzes, reviews, and tracks comprehensive financial activities for the Climate and Energy (CEI), Energy Policy Institute at the University of Chicago (EPIC), Climate Systems Engineering Initiative (CSEi), the Energy and Environment Lab (E&E Lab) and the various programs/initiatives, primarily in the areas of finance, auditing, budgeting and forecasting, purchasing, and other operational-related financial activities.
• Plans, develops, and manages budgets, including developing multi-year budget forecasts.
• Oversees the review, approval, and reporting of all expenditure goods and services, and costing allocations.
• Monitors and reconciles actual expenditures and revenue against budget and prepares monthly, quarterly, and annual variance reports for the Finance Manager and leadership. Works closely with departments to understand variances and develop recommendations for programmatic changes or cost containment strategies to avoid deficits.
• Reviews financial reports for consistency and accuracy. Flags potential errors to be investigated and corrected. Prepares and submits account corrections as necessary, including both payroll and non-payroll.
• Oversees and tracks multi-year faculty fund support packages. Provides faculty periodic reports of spend and available balance.
• Works in close partnership with UChicago Global and UC Trust to oversee, process, and manage transfer of funds for international programmatic activities.
• Prepares and submits financial transactions through the University systems in Oracle and Concur.
• Assists staff with the GEMS system and runs reports to ensure that transactions are reconciled at regular intervals.
• Builds and maintains complex financial models using Excel and other analysis and reporting tools and systems as necessary.
• Assists and prepares various presentations/trainings to convey financial and administrative matters to leadership and members of the assigned departments.
• Coordinates and manages Calls for Proposals and awarding of internal grant funds to faculty. Assists faculty and staff with review and execution of contracts and data use agreements; works to understand needs, assesses contract suitability to meeting those needs, and negotiates with vendors to ensure contracts comply with university standards and guidelines.
• Assists the Finance Manager to develop and implement metrics and methodologies toolkits for evaluating financial performance for both the unit overall and specific assigned departments.
• Assists the Finance Manager in the annual budget process such as preparing departmental budget packets and inputting budgets into Oracle Planning Module, UCPlan.
• Helps to develop and maintain a Financial Administration manual for staff with relevant University policies and procedures.
• Assists with various payment processing in Oracle and may work with other team members on the procurement process.
• Liaise as necessary with staff and Financial Services.
• Acts as a primary account administrator for account owners in an intensive customer service environment.
• Routinely prepares budgets, creates accounts, and works with the financial accounting system to allocate, authorize, monitor, and control expenses.
• Helps to prepare 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.
• Performs other related work as needed.

Minimum Qualifications

Education:
Minimum requirements include a college or university degree in related field.
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Work Experience:
Minimum requirements include knowledge and skills developed through ---
Certifications:

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Preferred Qualifications

Education:

• Bachelor's degree in finance, accounting, business administration, or related field.

Technical Skills or Knowledge:

• Knowledge of financial computing and database software application.
• Proficiency with Microsoft Office (Word, Excel, PowerPoint).
• Advanced skills in Microsoft Excel, which includes advance usage of pivot tables, v-lookups, macros, and formatting.
• Knowledge of various financial principles, practices, and applications including budgeting, financial planning, and financial reporting.
• Experience with accounting systems and budget systems.

Preferred Competencies

• Outstanding analytical and problem-solving skills. Detail-oriented with ability to prioritize and complete multiple concurrent projects.
• Demonstrates capacity to work independently in an organized detailed manner while maintaining a collaborative team environment.
• Exercise sound judgment and absolute discretion regarding confidential matters with tact.
• Excellent verbal and written communication skills.
• Demonstrated time management ability to deliver high-integrity products within established deadlines.
• Personable, professional, and consultative work style.

Working Conditions

• Office environment; writing and typing, work at a computer for multiple hours.
• Fast-paced environment.

Application Documents

• Resume/CV (required)
• Cover Letter (required)
• Three Professional References Contact Information (required)

When applying, the document(s) MUSTbe uploaded via the My Experience page, in the section titled Application Documents of the application.

Job Family

Financial Management

Role Impact

Individual Contributor

FLSA Status

Non-Exempt

Pay Frequency

Biweekly

Scheduled Weekly Hours

37.5

Benefits Eligible

Yes

Drug Test Required

No

Health Screen Required

No

Motor Vehicle Record Inquiry Required

No

Posting Statement

The University of Chicago is an Affirmative Action/Equal Opportunity/Disabled/Veterans and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, national or ethnic origin, age, status as an individual with a disability, military or veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination.

Staff Job seekers in need of a reasonable accommodation to complete the application process should call 773-702-5800 or submit a request via Applicant Inquiry Form.

We seek a diverse pool of applicants who wish to join an academic community that places the highest value on rigorous inquiry and encourages a diversity of perspectives, experiences, groups of individuals, and ideas to inform and stimulate intellectual challenge, engagement, and exchange.

All offers of employment are contingent upon a background check that includes a review of conviction history. A conviction does not automatically preclude University employment. Rather, the University considers conviction information on a case-by-case basis and assesses the nature of the offense, the circumstances surrounding it, the proximity in time of the conviction, and its relevance to the position.

The University of Chicago's Annual Security & Fire Safety Report (Report) provides information about University offices and programs that provide safety support, crime and fire statistics, emergency response and communications plans, and other policies and information. The Report can be accessed online at:http://securityreport.uchicago.edu.Paper copies of the Report are available, upon request, from the University of Chicago Police Department, 850 E. 61st Street, Chicago, IL 60637.

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