University of Chicago
Department
Provost Office of Research
About the Department
Job Summary
Responsibilities
Maintain the general ledger in compliance with GAAP and University policies, including account creation, journal entries, expense transfers, and period-end closing in Oracle and other financial systems as needed.
Monitor the general ledger for spending activity and budget-vs-actual variances; submit journal entries and cost corrections as needed to maintain accuracy and ensure expenses are recorded to the correct accounts.
Prepare accurate annual budgets and monthly forecasts using the department's budgeting and planning system (UCPLAN); monitor variances and provide reporting to management in a timely manner.
Prepare and distribute monthly budget-vs-actual reports at the departmental and consolidated levels; support preparation of financial statements and ad hoc analyses for senior leadership.
May provide approvals for post-award activities as directed by Director of Administration and Operations as well as sponsored research and sponsored programs teams.
Support procurement activities across the department by submitting operational and high-value procurement requests in Oracle; assist staff with transactions in Oracle, Concur, and Workday; and provide guidance on University procurement policies and procedures.
Reconcile accounts and process transactions across University financial systems; manage year-end closeouts and new fiscal year planning.
Serve as secondary financial approver for entity transactions including procurement, costing allocations, and expense reimbursements.
Support communications and coordination with the university community, research affiliates, and external stakeholders on administrative matters associated with the Office of the Vice President for Research, including grant and contract administration workflows.
Perform complex and diverse administrative duties in support of the day-to-day operations of the Office of the Vice President for Research, including the maintenance and development of office-wide policies and procedures.
Handle highly sensitive and confidential information with the highest level of tact and discretion.
May assist with human resources activities for unit staff, including position and compensation planning, recruitment support, and new employee onboarding.
Support facilities needs, space planning, and vendor relationships; assist with operational planning and process improvement initiatives.
Analyzes and prepares budgets, creates accounts, and works with the financial accounting system to allocate, authorize, monitor, and control expenses.
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
Education:
Bachelor's or advanced degree in financial management or other related field.
2–5 years of relevant financial or operations experience, preferably in a higher education or research setting.
Preferred Competencies
Strong proficiency in financial management, budgeting, and reporting; familiarity with university financial systems.
Demonstrated ability to manage multiple priorities simultaneously and work effectively in a fast-paced, deadline-driven environment.
Proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
Comfort with AI tools (e.g., Claude) to support operational and administrative efficiency and related tasks.
Excellent interpersonal, written, and verbal communication skills; ability to interact professionally with faculty, senior administrators, and external partners.
High degree of discretion and judgment in handling confidential and sensitive information.
Experience working in a university, research, or academic setting.
Familiarity with University of Chicago financial system (Oracle).
Knowledge of federal grant regulations and research compliance requirements.
Working Conditions
Hybrid work schedule, which includes in-office presence multiple days a week.
Use computers extensively throughout the workday, 4 hours or more.
Stand for 2 to 4 hours.
Sit for 4 hours or more.
Use standard office equipment and troubleshoot IT equipment in a remote/hybrid environment.
Some evening and weekend work.
Application Documents
Resume (Required)
Cover Letter (Preferred)
The University of Chicago uses AI-assisted tools to streamline and augment some recruitment processes; however, AI is not used to make hiring decisions.
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.
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.