Financial and Operations Administrator

Department HUM Staff: Visual Arts - Administration About the Department Focused on making, the Department of Visual Arts is one of the many specialized knowledge communities at the University of Chicago. We aim to stimulate and provoke both graduate and undergraduate students, encouraging the development of independent and challenging thought as expressed and inscribed in the visual arts. We propose that art is inquiry. Our faculty, diverse in pursuits, is critically engaged in dialogue nationally and internationally. Our students benefit from this dialogue and are also encouraged to pursue areas of overlap with the many other disciplines represented at the University, history, art history, science, philosophy, aesthetics, theater, music, and creative writing to name a few. The staff in the Department support the teaching and research initiatives of its faculty and students. Job Summary Candidates must upload a resume and letter of interest to be considered for this full-time, benefits eligible, hybrid position (on campus presence required). The Financial and Operations Administrator provides administrative support across operations, events, finance, and academic activities within the Department of Visual Arts (DoVA). The position plans and executes events, coordinates studio and space logistics, and maintains communications platforms. This position reconciles expenses, oversees procurement, and ensures compliance with University financial policies while supporting faculty with payments and travel logistics. The role also contributes to academic operations by assisting the Associate Director with faculty reviews, searches, and annual reporting processes, as well as supporting MFA admissions and alumni data tracking. Responsibilities Provides administrative and operational support to DoVa leadership, faculty, and students staff to advance the department’s teaching, research, and creative practices. Corresponds with prospective students, answers programmatic related questions, and provides tours of facilities. Manages scheduling and logistics for MFA admissions meetings and faculty meetings, including agenda preparation, communications, and documentation. Plans, coordinates, and executes events, such as orientation, critiques, admissions, faculty meetings, graduation, including scheduling, catering, technology, and facilities in coordination with Logan staff. Facilitates studio assignments for MFA and BA students, including move-in/out logistics and student access to departmental spaces. Maintains internal and public facing departmental communications, including website content, social media, listservs, wiki spaces, and Canvas. Assists with developing and implementing departmental best practices and maintaining office procedure manuals. Manages office supply inventory, key catalog, and equipment maintenance. Tracks and reconciles departmental expenditures and supports financial analysis through reporting tools, ensuring compliance with University policies. Processes all departmental payments, oversees procurement, vendor setup, and Oracle purchasing for office and faculty needs. Supports faculty with research expenses, student hires, and GEMS reports. Manages payments related to faculty searches, seminars, student travel, and MFA studio activities. Assists Associate Director in facilitating faculty reviews and renewals, including committee assignments, reappointments, tenure cases, and searches. Coordinates interviews, travel, and case file preparation for faculty searches. Supports faculty in the annual submission of their annual reports via Interfolio. Assists in the gathering of alumni data for chair’s annual report. Prepares special reports and summaries, assists in managing daily operation of the office, and may assist in developing administrative goals and policies. Coordinates special projects as directed by the leader. Prepares write ups for recommendations for operational and administrative problems. Prepares financial and/or administrative reports. Analyzes program budgets and uses a moderate/high level of authority to recommend or makes budgetary recommendations. Interacts with faculty, researchers and staff for committee work or information. 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 years of work experience in a related job discipline. Certifications: --- Preferred Qualifications Experience: Office administration/project management in a higher education setting. Editing and proofreading. Event planning. Financial/budget support. Technical Skills or Knowledge: Microsoft Word, Excel, PowerPoint. Photoshop and InDesign. Learn new systems and platforms. Proficient in software tools for word processing, design, and databases. Preferred Competencies Financial tracking and expense processing. Strong written and verbal communication. Organizational skills and deadline management. Strategic and creative thinking. Confidentiality and attention to detail. Adaptability in fast-paced environment. Working Conditions Flexible to work occasional evenings/weekends. Application Documents Resume/CV (required) Letter of Interest in the position (required) When applying, the document(s) MUST be uploaded via the My Experience page, in the section titled Application Documents of the application. 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 Hourly FLSA Status Non-Exempt Pay Range $23.07 - $28.20 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. 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. The 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. To learn more about the university click here Apply tot his job