Business Administrator

Department

PSD Computer Science: Administration

About the Department

The Department of Computer Science is an academic department that has a rich history of advancing and defining new fields of discovery in the physical sciences and computer science, and this tradition continues today. Our inquiry and impact spans from the edge of theory to human-computer interaction to Data Science. We are part of the Physical Sciences Division which includes academic departments and several interdisciplinary research institutes and centers.

Job Summary

The Business Administrator performs diversified and confidential administrative support for the Computer Science. The Business Administrator is responsible for managing the postdoctoral appointment process, visa request process; the hiring process for the undergraduate and temporary employees; and educational assignments. The Business Administrator is also responsible for maintaining the database for fellows, visitors and students and works in conjunction with the Manager to ensure the facilities are operating to the highest levels of efficiency.

Responsibilities

• Manage new and reappointments process for postdoctoral scholars, including gathering required materials for appointment purposes; collaborate with Human Resources and Dean’s office to ensure approvals, pre-feeds and onboarding are completed.
• Oversee visa request and extension processes for postdocs and research staff; coordinate with the Dean’s Office and OIA to prepare and submit required materials.
• Manage the hiring process for undergraduate and temporary positions, including gathering all required documentation.
• Responsible for student’s and temporary employees Workday time approvals.
• Serve as primary point of contact for all student employment related questions.
• Review monthly reports of expiring visas, job and appointments; communicates with manager, supervisors, and faculty members to ensure personnel’s visas, jobs and appointments are up to date.
• Manage and update mailing lists (Adminstaff, OAA and postdoc); generate reports on various projects and accounts.
• Support regular and ad hoc project assignments that require strong organization and data analysis.
• Maintain database of fellows, postdoctoral scholars, visitors, and students; onboard new postdocs to Slack, CS website and postdoc mailing list.
• Responsible for screening candidates for departmental openings; conduct phone screens, coordinate in-person and/or virtual interviews, participate in the interview selection process, and conduct reference checks.
• Coordinate departmental events and meetings, including faculty retreats; manage logistics and on site support.
• Process requests for payment of invoices, purchasing of goods and services, reimbursements, and expense reconciliations for departmental and faculty accounts.
• Process expense reimbursements for assigned faculty members and research groups, ensuring compliance with university procedures.
• Purchase goods and services for grant supported work in compliance with university procurement policies; collaborate with grant and contracts specialists for account allocation.
• Works with faculty member research group members to reconcile purchases and assist with reimbursements.
• Performs some routine and complex assignments for the unit usually in the areas of finance, event planning or support services. Initiate the hiring process of students and staff for a unit, which includes the processing of payroll.
• Assists in the monitoring of the various financial and budgetary activities, including vendors contracts.Preparing and monitoring the budget for a unit.
• Performs other related work as needed.

Minimum Qualifications

Education:

Minimum requirements include a college or university degree in related field.

Work Experience:

Minimum requirements include knowledge and skills developed through 2-5 years of work experience in a related job discipline.

Certifications:

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Preferred Qualifications

Experience:

• Experience in an academic environment.

Technical Knowledge or Skills:

• Strong and broad computer skills (word processing, database, spreadsheet, e-mail, and web) including a strong knowledge of Microsoft Office Suite.
• Knowledge of GEMS, EPayments, Buysite, Microsoft Outlook, and content editing skills.

Preferred Competencies

• Detail oriented with strong organizational skills.
• Excellent oral and written communication skills.
• Strong customer service skills; ability to serve a diverse population with tact, courtesy, clarity, and diplomacy.
• Ability to handle sensitive and confidential information with absolute discretion.
• Ability to maintain calm and professional demeanor and remain productive under heavy workloads, competing priorities, complex problems, and tight deadlines.
• Ability to use appropriate resources to resolve an issue effectively.
• Excellent problem-solving skills.
• Ability to follow an issue through to resolution.
• Ability to work independently with a minimum supervision, exercising sound judgment and discretion.
• Ability to take initiative, organize and complete projects with minimal oversight.
• Flexibility to work non-standard hours as needed.

Application Documents

• Resume (required)
• Cover Letter (preferred)
• References (preferred)

Job Family

Administration & Management

Role Impact

Individual Contributor

Scheduled Weekly Hours

37.5

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

$65,000.00 - $75,000.00

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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