Business Administrator

Department

OPS DSS Police: Management

About the Department

The University of Chicago campus is part of Chicago's Hyde Park neighborhood, which contains a significant amount of off-campus housing for undergraduate and graduate students. More than a third of the University's staff reside in areas surrounding the campus, and more than 50% of the University's faculty live in the Hyde Park area. The Department of Safety and Security includes the University of Chicago Police Department (UCPD), UC Campus Safety, Management Services, Transportation and Parking Services, Environmental Health and Safety, and Emergency Management. The Department is a unit of the Office of Legal Affairs and aims to provide stronger safety and transportation services to members of the University community. By long tradition, the University Police assists the Chicago Police Department in policing Hyde Park and surrounding neighborhoods. The University of Chicago Police Department has more than 100 sworn personnel. The University Police patrol an area encompassing 6.5 square miles and a population of approximately 65,000 people, many of whom have no direct connection to the University.

Job Summary

The Business Administrator for the University of Chicago Police Department is responsible for managing administrative tasks, financial transactions, and providing support to the leadership team. This role ensures efficient unit functioning by supporting administrative tasks. The Business Administrator reports directly to the Chief of Police and may attend leadership meetings within the Unit. The University of Chicago Police Department operates 24 hours a day, therefore this position will at times work non-traditional hours.

Responsibilities

• Provides administrative support to the Chief and Deputy Chiefs, particularly in scheduling meetings and coordinating activities.
• Ensures effective communication and smooth operation within the Department by managing calendars and appointments.
• Completes and oversees the preparation of the Department's annual report, ensuring accuracy and timely submission.
• Researches and analyzes data to create reports for grants and contracts, facilitating informed decision-making.
• Performs routine and complex assignments in finance, event planning, or support services, contributing to the Department's goals and initiatives.
• Assists in monitoring various expense activities, ensuring compliance with Department and University policies.
• Acts as a liaison to vendors, ensuring services are rendered as per agreements and resolving any related issues.
• Develops and keeps active expense report tracking and identifies areas for cost-saving.
• Processes invoices as needed, including ordering office supplies.
• Provides regular expense reports and updates based on expenses to the leadership team, highlighting key insights and recommendations.
• Provides professional support and solves straightforward problems for a broad range of business operations.
• May develop and implement office procedures in compliance with University policies.
• Responsible for training office staff on office procedures and compliance protocols. Coordinates special projects.
• Assists in the monitoring of the various financial and budgetary activities, including vendors contracts.  Preparing and monitoring the budget for a unit.
• Prepare special reports and summaries, assists in managing daily operation of the office, and may assist in developing administrative goals and policies.
• Coordinates special projects as directed by the leader. Prepares write ups for recommendations for operational and administrative problems. Prepares financial and/or administrative reports.
• Performs other related work as needed.

Minimum Qualifications

Education:

Minimum requirements include vocational training, apprenticeships or the equivalent experience in related field (not typically required to have a four-year degree).

Work Experience:

Minimum requirements include knowledge and skills developed through 2-5 years of work experience in a related job discipline.

Certifications:

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Preferred Qualifications

Experience:

• Background working in an administrative role within a police department.

Technical Skills or Knowledge:

• Proficiency in Microsoft Office Suite and financial management software.
• Math skills.

Preferred Competencies

• Maintain strict confidentiality of sensitive information.
• Excellent oral and written communication skills, effectively communicate in writing and orally.
• Excellent organizational skills.
• Work on multiple projects simultaneously, set priorities, and meet short deadlines.
• Manage sensitive issues with tact and diplomacy.
• Attention to detail.
• Develop and manage interpersonal relationships.
• Exercise absolute discretion regarding confidential matters.
• Follow written and/or verbal instructions.
• Handle sensitive matters with tact and discretion.
• Handle stressful situations.
• Learn and develop skills.
• Perform multiple tasks simultaneously.
• Prioritize work and meet deadlines.
• Ability to read.
• Work effectively and collegially with little supervision or as member of a team.
• Work independently.
• Work with frequent interruptions.
• Work with people from diverse cultures and backgrounds.
• Editing and proofreading skills.
• Interpersonal skills.
• Organizational skills.
• Quantitative and analytical skills.
• Time management skills. 

Working Conditions

• On-site, non-remote office environment.
• Typical work schedule is Monday through Friday 9am -5pm.
• Candidate should be open to work non-traditional hours as required by the 24-hour operation of the Department.
• Stand for 4 hours or more.
• Sit for 4 hours or more.
• Use computers extensively for 4 hours or more.
• Use standard office equipment.

Application Documents

• Resume/CV (required)
• Cover Letter (preferred)

Job Family

Administration & Management

Role Impact

Individual Contributor

Scheduled Weekly Hours

40

Drug Test Required

Yes

Health Screen Required

No

Motor Vehicle Record Inquiry Required

Yes

Pay Rate Type

Hourly

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FLSA Status

Non-Exempt

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Pay Range

$25.00 - $28.00

The included pay rate or range represents the University’s good faith estimate of the possible compensation offer for this role at the time of posting.

Benefits Eligible

Yes

The University of Chicago offers a wide range of benefits programs and resources for eligible employees, including health, retirement, and paid time off. Information about the benefit offerings can be found in the Benefits Guidebook.

In addition to the base pay posted above, this position may be eligible for N/A

Posting Statement

The University of Chicago is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, or expression, national or ethnic origin, shared ancestry, 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.

 

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.

 

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.