Senior Financial and Administratve Assistant

Department

About the Department

Job Information

Job Summary:

The Senior Financial and Administrative Assistant supports the Arts and Humanities East Asian Languages and Civilizations (EALC) and Linguistics departments by managing a broad range of financial, administrative, and coordination functions. Key responsibilities include processing reimbursements and payments, maintaining records and directories, assisting with event logistics, and supporting academic and student activities.

Candidates must upload a resume and letter of interest to be considered for this position. When applying, the document(s) MUST be uploaded via the My Experience page, in the section titled Application Documents of the application.

Responsibilities:

• Processes a high volume of financial transactions for the departments, including reimbursements and payments for academics, visiting faculty, students, vendors, grants, GEMS activities, departmental awards, student stipends, honorariums, and event-related expenses.
• Keeps careful record of financial purchases, account balances, and spending via a tracking spreadsheet; provides balance updates to department administrators.
• Troubleshoots and reconciles financial transaction concerns; elevates issues as needed.
• Stays current on financial systems, policies, and processes through regular trainings and adoption of best practices.
• Manages daily office operations. Sorts mail, greets visitors, maintains office equipment, orders supplies, and manages office supply inventory.
• Maintains and updates calendars for department-controlled rooms, coordinating use for classes, workshops, and events.
• Updates and maintains departmental directories, listservs, websites, wikis, and internal documents using platforms such as Word, Excel, PowerPoint, LiveWhale, etc.
• Produces departmental materials, including promotional literature, posters, logos, and event signage using existing templates.
• Meets regularly with EALC and Linguistics department administrators to discuss workload and priorities. Attends trainings to stay informed of university and divisional guidelines.
• Coordinates with academics to gather course requests for standard courses, ensures compliance with Registrar and department standards, proofreads submissions, and assists with College Catalog updates.
• Communicates with students and faculty regarding internal departmental awards. Distributes calls, collects submissions, organizes materials for committee review, and communicates outcomes.
• Provides clerical support for academic appointments and grade submissions.
• Assists with coordinating departmental events in consultation with the Department Chair, Administrator, and student workers.
• Assists with event logistics by booking travel, coordinating catering, setting up and breaking down rooms, and liaising with students and partner institutions. May attend occasional evening events.
• Performs other duties as assigned.

Competencies:

• Process and manage high-volume financial transactions accurately, including reimbursements, stipends, honorariums, and grant-related payments across multiple account types.
• Proficiency in maintaining financial tracking spreadsheets, monitoring account balances, and providing clear and timely updates to department administrators.
• Troubleshoot and reconcile financial discrepancies, with sound judgment on when to escalate issues to appropriate parties.
• Commitment to staying current on financial systems, University policies, and best practices through ongoing training and self-directed learning.
• Strong organizational skills to manage daily office operations, including mail handling, supply inventory, visitor reception, and equipment maintenance.
• Maintain and coordinate room and calendar scheduling across multiple departments to support classes, workshops, and events.
• Strong written and verbal communication skills.
• Strong organizational skills.

Additional Responsibilities

Education, Experience or Certifications:

Education:

• A college or university degree is required.

Experience:

• Minimum 2 years of progressively responsible administrative or financial assistant experience required.

Required Documents:

• Resume/CV
• Letter of Interest

The University of Chicago uses AI-assisted tools to streamline and augment some recruitment processes; however, AI is not used to make hiring decisions.

When applying, the document(s) MUST be uploaded via the My Experience page, in the section titled Application Documents of the application.

Pay Rate Type

Pay Range

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.

Scheduled Weekly Hours

Union

Job is Exempt

Drug Test Required

Health Screen Required

Motor Vehicle Record Inquiry Required

Posting Date

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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