Executive Administrator

Job Description:

Unit-specific Responsibilities

1) Develop, direct and implement the strategic operating plans for the department ensuring that all relevant information is available to support a collaborative planning process that involves a thorough business analysis, proposals, and plans for new research and educational programs and the design/implementation of changes to existing programs.

2) Supports strategic initiatives to obtain outside funding sources for the departmentâ™s key initiatives working with Development to assist with cultivation, event planning and stewardship activities of donors.

3) Responsible for the departmental budget, capital expenditures, grants, and oversight of all aspects of non-research expenditures, and manages discretionary funds, endowments/gifts, and accounts for numerous active/emeritus faculty and graduate students.

4) Responsible for communication and implementation of divisional and institutional policies to departmental faculty students and staff.

5) Adept at developing, analyzing and presenting measurements and metrics to track financial trends and make sound financial forecasts.

6) Takes a lead role in providing short- and long- term financial forecasting, operational budgeting, revenue generation; and expense management, financial analysis, and financial operations.

7) Assists Chair and faculty in the development of program budgets, and monitors, interprets objectives of program.

8) Provide administrative leaders with a dynamic representation on the impact of changing external factors (ex., NIH funding levels; regulatory, compliance, and data security responsibilities; immigration constraints; etc) on our divisional model and expectations for faculty performance (ex., salary recovery expectations; ability to sustain costs of lab operations; etc).

9) Makes recommendations for action, and directs the preparation of internal financial reports, assuring the reports reliably reflect the financial position of the programs.

10) Analyzes changing environments and implements new processes to ensure the success of our research programs while also driving cost effectiveness.

11) Monitors internal and external environments to ensure continuity of program functions, given variability of funding sources.

12) Works closely with faculty and divisional leadership to achieve the overarching strategic objective of supporting and sustaining innovative research, increasing the departmentâ™s research portfolio, focused on extramurally funded research.

13) Oversees the extramural funding process (pre award to post award) in order to optimize the potential for grant funding and to ensure all funding awarded is used to the specification of the funding agency.

14) Aligns resources and identifies, oversees, and develops funding strategies for successful attainment of external grant proposals and contract applications from a range of sponsors in support of research, education.

15) Identifies and builds positive relationships with diverse funding sources, governmental agencies, academic research partners, and community organizations.

16) Provides regular reporting to faculty and other Principal Investigators on optimum utilization of funds during monthly financial reporting.

17) Ensures timely filing of financial and nonfinancial reports as required by sponsoring agencies.

18) Works with research administration staff to ensure sponsored projects stay within the funded limit, and expenses adhere to divisional, institutional, and agency policy.

19) Partners with divisional and institutional resources to ensure best practices are applied throughout the lifecycle of sponsored projects.

20) Leads and manages all departmental staff establishing synergies and continuous improvement in the support of our facultyâ™s research and educational missions, and in the overall administrative program, delivery and service.

21) Cultivates a collaborative, inclusive environment that promotes and fosters teamwork, innovation, and problem solving supporting a safe and ethical environment.

22) Oversees the recruitment, orientation, onboarding, and professional development of new faculty, other Academic Personnel (OAP), Postdoctoral Scholars, Fellows, and staff to ensure that all requirements have been completed in compliance with guidelines and with BSD and University policies. 

23) Works with faculty to troubleshoot and resolve any and all rising issues on an ad hoc basis.

24) Works closely with the Office of Academic Affairs (OAA), the Office of International Affairs (OIA), Chairs and departmental academic affairs staff.

25) Oversees the appointment/reappointment process for postdocs and other academics and facilitates transactions between the department chair, departmental AA manager, and OAA.

26) Engages in team development through transparent communication, coaching, goal setting, mentorship, talent management, and creating a culture of best practices.

27) Works with program coordinators and faculty graduate advisors on day-to-day financial and operational matters concerning graduate students.

28) Oversees budget analysis and planning prior to accepting new graduate students in individual labs, provides regular financial projections for student funding, and works with faculty and staff coordinators on obtaining extramural graduate education funding.

29) Directs and manages research and administrative space planning for the department.

30) Oversees the support services necessary to ensure that the operation of the department is not impacted and directs the development space, equipment analysis and maintenance of facilities.

31) Monitors and works with project management to ensure that space renovations for new or existing faculty meet their needs.

32) Responsible for ensuring that the Divisionâ™s physical property (buildings, furniture, equipment, computers, etc.) is adequately accounted for and is being used for its intended purpose.

33) Maintains the divisionâ™s space database, providing updates, and annual completion of space survey information used to determine indirect cost allocations.

34) Coordinates and oversee all moves and renovations and works collaboratively with project managers to ensure timely completion of the renovation.

35) Ensures the protection and proper use of any specialized research capabilities, patents, information systems, and operating process.

36) Responsible for recognizing and addressing issues that require immediate legal or risk management input to protect the interests of the university.

37) Work with the Offices of Legal Counsel or Risk Management, seeks advice, counsel, or intervention where appropriate to resolve disputes, correct issues, and avoid harm to the mission or reputation of the University.

Unit-preferred Competencies

1) Ability to manage in an efficient, dynamic and growth oriented manner by fostering a continuous learning mentality that is applied to the overall department in alignment with the organizational commitment to excellence.

2) Results oriented and committed to continuous improvement in order to support the research and education missions of the Department.

3) Accountable for high quality, value driven work that drives business outcomes in the context of a mission to discover and disseminate new knowledge.

4) Collaborates with team for speed, agility and innovation in work.

5) Inspirational, persuasive and agile leader with a track record of success in transformation and measurable outcomes.

6) Strong aptitude and desire for learning new platforms, development, analytic, and presentation tools.

7) Proven organizational skills with attention to detail and the ability to prioritize and work on multiple projects.

8) Diplomacy, high degree of professionalism, and tact to build strong relationships, motivate and balance internal and external stakeholders.

9) Highly effective verbal and written communication skills, including formulating recommendations and developing presentations to communicate comfortably with faculty, staff, students, and officials at the highest level of the organization

10) Critical thinker, one who understands the underlying financial and operational drivers within a research environment, applying business best practices where appropriate, and developing creative alternative strategies as needed.

Preferred Qualifications

Education

1) Bachelor's degree in finance, economics, business, or STEM related discipline.

Experience

1) Ten years of progressively responsible relevant professional experience in financial planning, analysis, forecasting, modeling, management, research or administration.

2) Five years of supervisory experience.

3) Proven financial management skills, including the ability to analyze data for budgeting, operations, auditing, and accounts receivable and reserve analysis, preform preparation.

4) Excellent mathematical and analytical skills with a focus on synthesizing and extracting trends from multiple incongruent sources.

5) Directly related financial and budget development experience in a complex environment.

6) Experience working in a fiscally responsible, highly regulated business setting that regularly employs benchmarking.

7) Experience at accomplishing goals within a set time-frame, and within budget.

8) Track record of success in focusing on strategic objectives and translating the priorities into successful short and long term results for the organization.

9) Proven track record as a strategic leader with specific experience implementing value added business initiatives.

10) Demonstrated effectiveness applying a keen business intellect to problem solving in an environment notable for complexity with multiple business partners and multiple missions.

11) Demonstrated capacity to learn new technologies, interact professionally with members at all levels of the organization, and provide superlative customer service to the faculty, students, and staff throughout the organization.

12) Advanced degree in finance, economics, business, Computational Science, or other STEM related discipline.

13) Demonstrated progressively responsible experience within a complex, research-intensive university preferred.

14) Experience negotiating on behalf of a unit in order to accomplish goals (salaries, budgets, etc.).

15) Experience in an Academic or University setting.

16) Experience with Project Management methodologies.

17) Advanced skills in Microsoft Office Suite and Excel.

18) Computing skills efficient to effectively use many diverse managerial and administrative computer applications.

Required Documents

1) Resume

NOTE: When applying, all required documents MUST be uploaded under the Resume/CV section of the application

The University of Chicago is an Affirmative Action/Equal Opportunity/Disabled/Veterans Employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, status as an individual with a disability, protected 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 the Applicant Inquiry Form.

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: 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.