Director of Administration & Operations - The University of Chicago : Job Details

Director of Administration & OperationsApply remote type Onsite locations Chicago, IL time type Full time posted on Posted Yesterday job requisition id JR28480DepartmentProvost Office of ResearchAbout the DepartmentThe UChicago Office of Research serves as a central hub for research development, infrastructure support and compliance across the entire University. This includes services for research administration, safety, and computing, as well as comprehensive support for research development for bold new initiatives from pilot projects to large-scale inter-institutional proposals.The Office of Research broadens the UChicago research enterprise by establishing research partnerships through joint appointments of researchers from affiliated labs through the Consortium for Advanced Science and Engineering (UChicago CASE) and coordinating with the UChicago Office of Science and Innovation.The Vice Provost for Research (VPR) oversees the Office of Research and works closely with University leadership to shape and undergird strategic objectives to enable UChicago faculty to scale their scholarship and discoveries beyond the University.Job SummaryThe Director of Administration and Operations will play a pivotal role in advancing the strategic objectives for the entire Office of Research and the University by managing all facets of financial operations and providing expert guidance on financial strategy to Unit leaders and the VPR. This position is responsible for creating and implementing disciplined financial processes, including internal controls and risk management practices, to ensure operational efficiency and compliance with governmental regulations and US GAAP standards.Key responsibilities include leading budget development and management, financial due diligence, overseeing accounting procedures, and ensuring the timely and accurate preparation of financial statements and reports. The Director will analyze financial data to optimize expenses and enhance revenue generation, while also acting as a consultant to senior unit leadership on key strategic initiatives.Collaboration with various internal stakeholders, including Office of Research Unit Leaders, the Budget Office and Financial Services, is essential for effective budget creation and allocation. The role also encompasses oversight of facilities management and procurement activities, ensuring compliance with relevant policies. The ideal candidate will possess strong communication skills, exceptional attention to detail, and the ability to thrive in a fast-paced environment, while maintaining a positive, service-oriented attitude. This position may require flexibility in working hours to meet critical deadlines.Responsibilities

• Manages all financial activities, including financial analysis and reporting, financial planning, projections, budget development and management, accounting, accounts receivable/payable, and procurement.
• Leads the development and analysis of monthly, quarterly, and annual financial planning cycles including budget, forecast, and year-end reports and submissions in compliance with governmental, regulatory agencies, and US GAAPs pronouncements.
• Create a disciplined, process-oriented finance operation (including internal controls and risk management practices).
• Lead the financial based due diligence. Oversee all accounting procedures and systems used. Promote a culture of high performance and continuous improvement.
• Analyze budget estimates and proposals for completeness, accuracy, and conformance with established procedures, regulations, and department objectives.
• Provide financial and operational consulting services to the senior leadership on key strategic initiatives by utilizing data collection, metrics, reports and other analytical applications.
• Implements, improves, and oversees unit-wide operational efficiency, strengthens internal controls, and enhances the utilization of systems.
• Conducts quantitative and qualitative analyses to monitor and manage expense optimization by identifying market drivers, enhance strategies, or improve revenue generation.
• Serve as an experienced liaison by meeting with unit leaders to develop budget proposals, provide guidance for proposal development, and assist with complex calculations, as needed. Consolidate unit proposals for central University submission.
• Contribute to the achievement of Research and University objectives by providing advice and guidance on financial strategy.
• Develop and lead the implementation of change management initiatives (such as shared services outsourcing, FST, COA, etc.) and University-wide projects.
• Oversees unit-wide compliance and adherence to procurement policies, fund and grant management, program execution and overall revenue generation stewardship.
• Oversees facilities management, including renovations, moves, maintenance and ongoing facilities operations. Manages development of all contracts, including those with vendors and other institutions.
• Manages space, facilities, and equipment, including renovations, moves, maintenance and ongoing facilities operations.
• Develop strong partnerships with a broad range of key internal stakeholders including: the Budget Office, Financial Services, DOE contracting offices, National Laboratories Finance and Procurement teams, Office of Legal Counsel, etc.
• Serves as an experienced liaison interacting with financial administrators within operational units on financial, budget or accounting matters to prepare, advise and recommend.
• Conducts quantitative and qualitative analyses to monitor and manage for expense optimization by identifying market drivers, enhance strategies, or improve revenue generation.
• Provides financial input based on the development of data collection, metrics, reports and other analytical applications.
• Analyze, organize and communicate business information to ensure deliverables are meeting or exceeding expectations.
• Performs other related work as needed.Minimum QualificationsEducation: Minimum requirements include a college or university degree in related field.Work Experience: Minimum requirements include knowledge and skills developed through 7+ years of work experience in a related job discipline.Preferred QualificationsExperience:
  • Knowledge and skills developed through 7 years of work experience working in higher education and in a high-level executive setting.
  • Familiarity with the University of Chicago.Technical Skills or Knowledge:
    • Proficiency with Microsoft Office Suite, Adobe Acrobat, financial reporting systems including Oracle Cloud, and online databases.Preferred Competencies
      • Communication Skills: Excellent oral and written communication skills with the ability to interact effectively with a diverse range of stakeholders, including trustees, donors, and university leaders.
      • Service Orientation: Positive, service-oriented attitude with a courteous demeanor, maintaining professionalism in all interactions.
      • Discretion and Confidentiality: Ability to handle sensitive and confidential situations with absolute discretion and maintain confidentiality.
      • Attention to Detail and Accuracy: Exceptional attention to detail and thoroughness in completing tasks accurately.
      • Organizational and Multitasking Skills: Strong organizational skills with the ability to multitask, meet deadlines, and navigate ambiguity in a fast-paced work environment.
      • Judgment and Problem-Solving: Sound judgment with the ability to anticipate potential issues and address them proactively.
      • Adaptability and Feedback Reception: Ability to maintain composure under pressure, work flexible hours as needed, and respond constructively to feedback.Working Conditions
        • Some evening and weekend work may be required.Application Documents
          • Resume/CV (required)
          • Cover Letter (preferred)
          • Reference Contact Information (3 required)When applying, the document(s) MUST be uploaded via the My Experience page, in the section titled Application Documents of the application.Job FamilyFinancial ManagementRole ImpactIndividual ContributorScheduled Weekly Hours37.5Drug Test RequiredNoHealth Screen RequiredNoMotor Vehicle Record Inquiry RequiredNoPay Rate TypeSalaryFLSA StatusExemptPay Range$126,000.00 - $140,000.00The 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 EligibleYesThe 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 StatementThe University of Chicago is an Affirmative Action/Equal Opportunity/Disabled/Veterans and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, national or ethnic origin, 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.Staff Job seekers in need of a reasonable accommodation to complete the application process should call 773-###-#### or submit a request via Applicant Inquiry Form.We seek a diverse pool of applicants who wish to join an academic community that places the highest value on rigorous inquiry and encourages a diversity of perspectives, experiences, groups of individuals, and ideas to inform and stimulate intellectual challenge, engagement, and exchange.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: Paper copies of the Report are available, upon request, from the University of Chicago Police Department, 850 E. 61st Street, Chicago, IL 60637.About UsThe University of Chicago is an urban research university that has driven new ways of thinking since 1890. Our commitment to free and open inquiry draws inspired scholars to our global campuses, where ideas are born that challenge and change the world.We empower individuals to challenge conventional thinking in pursuit of original ideas. Students in the College develop critical, analytic, and writing skills in our rigorous, interdisciplinary core curriculum. Through graduate programs, students test their ideas with UChicago scholars, and become the next generation of leaders in academia, industry, nonprofits, and government. #J-18808-Ljbffr