Financial Administration Analyst

Department

BSD SRF - Finance - Operations

About the Department

The mission of the Animal Resources Center (ARC) is to assist investigators in performing their animal research while ensuring appropriate and humane care of all laboratory animals. The Animal Resources Center (ARC) at The University of Chicago is responsible for the use and care of all research animals on campus. The ARC manages 6 facilities and a business office. Its sections are as follows: husbandry, maintenance, operations, veterinary care, finance and administration. The unit is administratively combined with the Office of Shared Research Facilities (OSRF).

OSRF oversees the core facilities, which make up a pivotal and essential part of the research ecosystem, providing critical resources that enable existing and emerging technologies to facilitate groundbreaking discoveries. OSRF Cores offer expertise in state-of-the-art instrumentation and services as well as experimental design and data analysis to advance research programs across the disciplines. Operated as fee-for-service facilities, OSRF cores are managed in order to best support the University's mission to discover and create new knowledge of living systems. We are driven by the research needs of the faculty.

Job Summary

The job performs routine activities to establish and maintain accounting policies and controls, fiscal controls, preparing financial reports and safeguarding assets. Maintains accounting and financial records, including general ledger, financial statements, regulatory and management reports at the instruction of others.

The job provides professional support in monitoring the operating and capital budgets for divisions and/or University-wide administrative units. At the instruction of others, performs work that contributes to development of long and short term financial goals, business strategies/plans, and financial forecasts/models for major service programs and initiatives. Utilizes rudimentary knowledge of finance to help coordinate quarterly and year-end reporting for the operating budget.

Under the supervision of the Associate Director of Finance & Administration and the Director of Finance & Administration, this position provides financial and administrative support to the Core Facilities overseen by the Office of Shared Research Facilities (OSRF) and the Animal Resources Center (ARC).

Responsibilities

• Issue invoices on a monthly basis for 19 OSRF facilities and 14 departmental cores.

• Manage communication with investigators and core directors regarding invoice disputes, modifications, or concerns and make necessary adjustments in the billing system in a timely manner.

• Partner with core directors to ensure usage data is timely and accurately loaded into the billing system.

• Coordinate with the Sr. Business Support Assistant to issue past-due notifications monthly.

• Maintain investigator accounts in the AIMS system.

• Work with Senior Accountant to process ARC complex procurement requests, including standing orders, vendor set-up, and other special requests; assist cores with procurement requests as needed.

• Accurately record and submit monthly billing for several ARC services including SSTs, Transnetyx, and Gnotobiotics.

• Point of contact for Isoflurane ordering in the ARC.

• Main point of contact between the core management system support and the core directors through system implementation and as ongoing troubleshooting support; act as key system expert and maintain familiarity of system from all user types.

• Work with the Cancer Center to ensure we have the latest Cancer Center Member list; responsible for ensuring the members are accurately listed in the billing system.

• Monitor, update, and correct service rates in the billing system and on individual core websites.

• Maintain high level of professionalism in all written and verbal communication with internal/external core users and with core directors.

• Embrace the E4 Leadership Principles (Engage, Evolve, Excel, Equality) and continually strive for process improvement; engage in E4L events throughout the ARC and OSRF.

• Helps to prepare monthly reports, conducts and correct errors in accounts using existing procedures that are in place, and provides advice on the financial impact of human resources and academic affairs decisions.

• Works 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 a variety of routine operating or cost accounting activities which require basic knowledge of accounting theories and principles.

• Examines accounting records for the purpose of determining gains and losses, receipts and disbursements, and inventory.

• Drafts income and balance sheet statements, consolidated statements, and various other accounting statements and reports.

• Performs other related work as needed.

Minimum Qualifications

Education:

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

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Work Experience:

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

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Certifications:

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Preferred Qualifications

Education:

• Bachelor's degree in finance, accounting, or business.

Experience:

• 2 years or more of relevant work experience.

• Experience working within a scientific setting or strong understanding of biological sciences.

Preferred Competencies

• Knowledge of Microsoft Outlook, Word, Excel and PowerPoint.

• Excellent written and verbal communication skills.

• Strong customer service skills.

• Ability to work independently and with a team.

• Demonstrates a sense of urgency when responding to clients emails/requests, responding in a timely manner.

• Ability to work under pressure, manage competing time-sensitive deadlines and priorities in a fast-paced environment.

• Capacity to handle multiple tasks in a short amount of time.

• Ability to be proactive when necessary.

Working Conditions

• Required to sit and/or stand for prolonged periods of time.

• Ability to use standard office equipment.

• May require walking between facilities and core.

Application Documents

• Resume (required)
• Cover Letter (preferred)

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

Individual Contributor

FLSA Status

Exempt

Pay Frequency

Monthly

Scheduled Weekly Hours

40

Benefits Eligible

Yes

Drug Test Required

No

Health Screen Required

Yes

Motor Vehicle Record Inquiry Required

No

Posting Statement

The University of Chicago is an Affirmative Action/Equal Opportunity/Disabled/Veterans and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, national or ethnic origin, 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.

Staff 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.

We seek a diverse pool of applicants who wish to join an academic community that places the highest value on rigorous inquiry and encourages a diversity of perspectives, experiences, groups of individuals, and ideas to inform and stimulate intellectual challenge, engagement, and exchange.

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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