Department

BSD GPA - Administration

About the Department

The Office of Graduate and Postdoctoral Affairs (OGPA) within the Biological Sciences Division (BSD) coordinates the administrative efforts of graduate and postdoctoral training in the BSD. OGPA works to facilitate consistency among the programs and departments; identifies and develops commonalities in the areas of financial administration, policy development and implementation and in the coordination of information sharing among the programs and departments. The goal of OGPA is to recruit high quality domestic and international trainees, to facilitate their progress during their tenure, and to provide guidance and resources for the management of the training programs in the division. OGPA centrally manages the annual financial aid budget so that all graduate students in the programs are supported equitably and coordinates consistency among the training programs as it relates to training grants submission and oversight.

Job Summary

The job manages a team of professional staff responsible for the financial management of operating and capital budgets for divisions and/or University-wide administrative units. Develops long and short term plans to achieve financial goals, business strategies/plans, and financial forecasts/models for all major service programs and initiatives. Manages quarterly and year-end reporting for the operating budget.

Responsibilities

Hire, train, and strategically lead professional and student staff to provide excellent service and accurate processing of financial aid and billing services.

Provide ongoing training and support to ensure staff development growth and increased knowledge of institutional, state, and federal guidelines.

Coordinate streamlined interdepartmental processes.

In collaboration with the Dean of Students, develop and review office procedures maximizing accuracy, efficiency, productivity, and customer service.

Manages full-time professional staff to execute the programs, projects, and responsibilities of the finance team. Provides feedback on job performance and formally evaluates staff annually.  Coordinates the training of new employees and current employees as they assume new, revised, or alternative duties.

Manages the financial administration for the graduate education programs in BSD including program operating funds and the student aid budget; also provides unit oversight of the NIH training grants. Plans, develops, and executes organizational, operational, and principle processes and procedures for federal training grants.

Ensures service and communication to program administrators, standardized information, and best practices development, and that all faculty and administrative staff are aware of any new grant policies and changes. Serves as liaison between program directors, university administrative offices such as the University Research Administration, and external agencies. Analyzes industry trends and remains current with agency and regulatory changes. Monitor department/ unit compliance with University, Divisional, and Department policies and procedures and implement corrective actions for issues identified.

Manages $90M+ budget including operations budget, restricted funds, scholarships, grants, and gifts. Has primary responsibility for fiscal responsibility and accountability to ensure budgetary compliance with the BSD and the University. Works with the graduate education leadership and key faculty and staff leaders to ensure that budget supports operational priorities and strategic directions in graduate education. Responsible for authorizing, recommending, tracking and reconciling purchases for the Office of Graduate and Postdoctoral Affairs and all BSD graduate education against the Oracle fund reports.  Oversees and ensures the appropriateness of all unit spending, while ensuring appropriate procedures are in place to safeguard departmental assets.  Work with University departments (Comptroller, Bursar and Budget Offices) to resolve discrepancies and ensure accuracy of all financial transactions.  Develop and monitor operating standards to provide the highest level of efficiency.

Provide oversight of finance personnel in the areas of procurement, accounts payable and accounts receivable, cost accounting, and budget development.

Prepare multi-year capital investment and operational budgets. Manage expense allocation projections across all funding sources for facilities and assist personnel in spending decisions in order to manage within budget guidelines and targets.

Prepare cost analyses and implement strategies for improved overhead cost recovery.

Participate in the financial components of funding requests. Solve problems in a thorough and traceable manner.

Oversee and present reports on Finance and Operations to external committees and divisional representatives.

Manages, negotiates, and resolves financial compliance issues with various governmental agencies.

Manages the preparation of audits and value-add financial analysis. Advises senior management on financial reporting requirements.

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 7+ years of work experience in a related job discipline.

Certifications:

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Preferred Qualifications

Education:

Advanced degree in the life sciences.

Experience:

5 years of senior-level leadership experience in a university environment.

Direct experience interacting with faculty and staff of the departments within a university environment.

5 years of managerial/supervisory experience.

Preferred Competencies

Understanding of NIH federal funding application requirements.

Excellent interpersonal and communication skills, including verbal and written.

Excellent analytical and quantitative skills.

Proven ability to work effectively with a diverse population of faculty, staff, and students.

Professional demeanor including tact, discretion and a positive customer-service approach necessary.

Proven success in simultaneously managing time-sensitive, high-profile projects.

Successful supervisory experience.

Ability to work independently and as a collaborative member of a matrix organization while exuding a superior level of judgment.

Must have a high capacity to critically think about complicated issues.

Must be able to problem-solve and follow an issue through to resolution.

Must be able to enthusiastically support the initiatives of the school.

Demonstrated commitment to the highest standards of integrity in working with faculty, students, and staff.

Proven ability to set and maintain a standard of high productivity in a fast-paced environment.

Must maintain a high degree of accuracy with attention to detail and the ability to effectively prioritize multiple tasks and meet deadlines.

Ability to successfully interact with a diverse group of people with a high level of diplomacy.

Ability to think conceptually and manage significant ambiguity.

Working Conditions

Hybrid office environment.

This role requires regular onsite presence to foster collaboration, engagement, and operational effectiveness, with specific in-office expectations outlined by the department.

Application Documents

Resume (required)

Cover Letter (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

Financial Management

Role Impact

People Manager

Scheduled Weekly Hours

40

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

$110,000.00 - $150,000.00

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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