Business Coordinator

Graduate And Postdoctoral Affairs Administration

The Office of Graduate and Postdoctoral Affairs (OGPA) within the Biological Sciences Division (BSD) coordinates the administrative efforts of graduate and postdoctoral training in the BSD. OGPA works to facilitate consistency among the programs and departments; identifies and develops commonalities in the areas of financial administration, policy development and implementation, and in the coordination of information sharing among the programs and departments. The goal of OGPA is to recruit high-quality domestic and international trainees, to facilitate their progress during their tenure, and to provide guidance and resources for the management of the training programs in the division. OGPA centrally manages the annual financial aid budget so that all graduate students in the programs are supported equitably and coordinates consistency among the training programs as it relates to training grants submission and oversight.

The job provides confidential and high-level office and location support activities by acting as a lead and coordinating the work of others. Identifies, enhances, and applies specific processes and procedures to maximize the efficiencies of the university to which the support is being provided. May ensure the correct functioning of facilities, office and / or business support services.

Responsibilities

• Supports the program's finance and accounting responsibilities in accordance with university financial systems, policies, and guidelines.
• Approves and processes financial transactions (e.g., reimbursements, invoices, journal entries, non-payroll payments) in compliance with policies and resolves issues with non-payment of financial transactions.
• Processes purchase orders, invoices, reimbursements, travel requests, funding transfers, and other financial transactions.
• Monitors and reconciles all office expenditures.
• Coordinates with the Director of Financial Affairs to reconcile and audit institutional purchasing card (e.g., GEMS) transactions, ensuring proper documentation.
• Assists in the preparation and monitoring of budgets.
• Maintains the Unit-wide costing allocation spreadsheet for each fiscal year.
• Processes TA and RA appointment letters and ensures distribution to students.
• Maintains and updates financial databases for tracking student funding allocations and assists in financial reporting.
• Maintains accurate and organized financial records, both manual and electronic.
• Assists with organizing program events for admissions / recruitment activities and other internal / external events.
• Supports process-improvement projects to enhance the efficiency of internal business processes.
• Provides confidential and high-level administrative support for a leader. Stays informed of activities relating to university programs and initiatives, apprising the leader of issues when deemed necessary. Coordinates information flow from leader's office to university. May staff Board of Directors meetings. Relieves leaders of administrative responsibilities.
• Coordinates special projects as directed by the leader. Prepares write ups for recommendations for operational and administrative problems. May manage a portion of the leader's budget, monitoring and reconciling accounts. 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 7+ years of work experience in a related job discipline.

Certifications :

Preferred Qualifications

Education : Bachelor's degree.

Experience : Experience working in a college / university and / or professional office setting. Experience working with students and / or faculty. Strong communications and / or customer service experience. Experience with scheduling and / or event planning. Experience managing finance and / or accounting tasks. Interest in managing a website and / or creating digital content for a website and / or social media channels.

Technical Skills or Knowledge : Knowledge of Microsoft Office and the ability to learn University-specific systems.

Preferred Competencies

Working Conditions

Application Documents

When applying, the documents must be uploaded via the My Experience page, in the section titled Application Documents of the application.

Administration & Management

Individual Contributor

Scheduled Weekly Hours 40

Job Family Administration & Management

Role Impact Individual Contributor

Pay Rate Type Salary

$60,000.00 - $90,000.00

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.

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.