Department

BSD GPA - Administration

About the Department

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.

Job Summary

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 reconcile 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:

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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

• Ability to navigate the challenges of working within a complex, decentralized environment.

• Ability to successfully manage a workload that balances long-range planning with unanticipated daily demands.

• Ability to effectively communicate and collaborate across teams and with immediate colleagues.

• Ability to maintain confidentiality.

• Excellent interpersonal, oral, and written communication skills.

• Attention to detail.

• Excellent organizational skills.

• Interest in process improvement.

• Strong customer service skills.

• Adaptability/flexibility.

• Ability to solve problems independently.

Working Conditions

• Hybrid office environment.

• This role requires regular onsite presence to foster collaboration, engagement, and operational effectiveness, with specific in-office expectations outlined by the department.

Application Documents

• Resume (required)

• Cover Letter (preferred)

Job Family

Administration & Management

Role Impact

Individual Contributor

Scheduled Weekly Hours

40

Drug Test Required

No

Health Screen Required

No

Motor Vehicle Record Inquiry Required

No

Pay Rate Type

Salary

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FLSA Status

Exempt

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Pay Range

$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.

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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