Department
AHD Staff: Div Admin PA - FGS Financial and Grant Services
About the Department
Job Summary
Responsibilities
Provide expert financial support to academic and staff GEMS account owners while delivering high-quality customer service to ensure smooth financial operations in a fast-paced, high-demand environment.
Manage GEMS expense and approval processes, assisting with a high volume of academic accounts and GEMS cardholder activities.
Manage OAA appointment approvals and essential administrative processes, such as issuing welcome letters and following up with Shared Services as needed.
Facilitate procurement requests, ensuring compliance with financial policies and optimizing efficiency.
Process financial transactions, including journal entries, and manage academic financial requests.
Collaborate with financial and grant administration team to onboard new hires with financial responsibilities.
Collaborate with Shared Services and IT teams to resolve financial system issues timely and efficiently.
Collaborate with financial and grant administration team to develop and deliver financial training sessions and resources for the division community. Participate in all staff meetings as relevant to update community on financial system and processes.
Create and maintain user guides on financial system functionalities, best practices, and compliance protocols.
Perform financial data entry tasks IADF Project Management ensuring accuracy and consistency.
Oversee Individual Awards and Discretionary Funds (IADF) project and award maintenance.
Set up and manage new financial accounts to maintain accuracy and integrity in financial records.
Conduct transaction reviews for policy compliance and proper documentation.
Assist with travel reimbursements, ensuring accurate processing and adherence to guidelines.
Support account reconciliations and budget tracking to maintain financial accuracy and integrity.
Provides professional support as a primary account administrator for account owners in an intensive customer service environment.
Analyzes and prepares budgets, creates accounts, and works with the financial accounting system to allocate, authorize, monitor, and control expenses.
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.
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 Qualifications
Education:
Minimum requirements include a college or university degree in related field.
Work Experience:
Certifications:
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Preferred Qualifications
Experience:
3+ years in a financial/procurement administrative role in higher-ed environment, financial services, or customer service.
Preferred Competencies
Excellent customer service skills providing timely, professional, and solution-oriented support.
Strong analytical and problem-solving abilities.
Advanced organizational skills.
Capability to prioritize multiple responsibilities effectively in a high-volume, fast-paced environment.
Proficiency in Microsoft Office Suite, particularly Excel.
Strong understanding of financial processes, reconciliation, and compliance.
Proficiency in financial software, including SAP Concur (GEMS) and related platforms.
Detail-oriented mindset with a commitment to accuracy and efficiency.
Application Documents
Resume (required)
Cover letter (required)
When applying, the document(s) MUST be uploaded via the My Experience page, in the section titled Application Documents of the application.
Job Family
Role Impact
Scheduled Weekly Hours
Drug Test Required
Health Screen Required
Motor Vehicle Record Inquiry Required
Pay Rate Type
FLSA Status
Pay Range
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
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.
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.
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