Lead Finance Specialist

Department

ARD Financial Operations & Facilities

About the Department

Alumni Relations and Development (ARD) engages alumni (~220k), current students, parents and friends of the University through intellectual, professional and social activities on campus, around the world and online. ARD raises $600 Million annually to support faculty and researchers, practitioners and patients, and students and programs across the University. Our work supports priorities in every division, school, department, and institute.

The Financial Operations and Administration Team works externally/internally with ARD departments for budget management, financial reporting, payment processing, and facility management. Additionally, extends support and guidance relating to various budget, payment, correction entries for all related system processes and access.

Job Summary

This role provides specialized business support for accounts payable/receivable transactions. Assists in paying vendor invoices and receives and posts customer payments on a timely basis. Ensures that transaction verification procedures are followed with a limited degree of supervision.

Responsibilities

• Leads the daily financial operations functions for ARD including accounts payable and receivable, journal entries, expense management, reimbursement reporting, account reconciliations, and contract management. Manages financial operations staff using best practices in financial management, leadership and team development.
• Serves as the manager for ARD University contracts working with University Procurement to secure favorable terms and ensure compliance with university policies.
• With the Director, leads the development and implementation of ARD financial policies and procedures, creating documentation and serving as a resource for the unit. Monitors compliance with University policies and procedures.
• Oversees and manages the financial aspects of capital and special projects, including collaborating with project designees to submit payments, track budgets and prepare financial reports.
• Performs audits of the General Expense Management System (GEMS) utilizing University policies to ensure timely and accurate approvals by financial operations staff.
• Analyzes revenue and expense accounts to identify and rectify discrepancies. Communicates findings to staff and provides recommendations for cost containment that are in line with university financial policies and procedures.
• Serves as the lead point of contact for internal and external stakeholders, providing information and responding to requests related to vendors, contracts, and payments, ensuring effective communication of relevant information through regular updates.
• Seeks opportunities for professional development that will enhance job performance including attending webinars, seminars, building networks within the University and with colleagues at peer institutions.
• Performs a variety of accounts receivable/payable related activities which requires functional knowledge of invoice processing procedures.
• Responds to and researches accounts receivable/payable inquiries including payments to vendors and reimbursements to individuals with a limited degree of supervision.
• Collects, interprets, and performs some routine analyses of payables data. May act as an informal resource to associates with less experience.
• Reviews invoice payment reports and creates appropriate payables transactions to correct errors, with skills learned through considerable on-the-job experience.
• Performs other related work as needed.

Minimum Qualifications

Education:

Minimum requirements include vocational training, apprenticeships or the equivalent experience in related field (not typically required to have a four-year degree).

Work Experience:

Minimum requirements include knowledge and skills developed through 5-7 years of work experience in a related job discipline.

Certifications:

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Preferred Qualifications

Experience:

• Minimum five years of professional experience in nonprofit management, development, alumni relations, marketing, public relations, sales or similar professional work.
• Minimum two years of experience leading a project team or managing staff.

Technical Skills or Knowledge:

• Demonstrated skill and knowledge of, or ability to learn quickly, the internal workings of the University as well as the technology tools available to the Office of Alumni Relations and Development, including Phoenix (the University's Donor Relationship Management System).
• Microsoft Windows computer environment, Microsoft Outlook, Word, Excel, PowerPoint and Access.

Preferred Competencies

• Outstanding interpersonal and communications skills characterized by the ability to listen, speak, and write effectively. Explain complex ideas clearly and simply.
• Manage confidential information with discretion and tact.
• Act with integrity, professionalism, and confidentiality.
• Work collegially and collaboratively in a team setting.
• Self-motivated and take initiative.
• Prioritize multiple projects and independently follow through with detail.

Working Conditions

• This position has a hybrid work schedule which includes weekly in office presence.
• Standard office environment.
• Travel to campus and/or non-campus locations for University business.
• Work evenings and weekends as needed.
• This position is located in Hyde Park at 5235 South Harper Court.

Application Documents

• Resume/CV (required)
• Cover Letter addressed to the Hiring Committee (preferred)

Job Family

Financial 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

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FLSA Status

Non-Exempt

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Pay Range

$44.34 - $52.00

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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