Financial and Academic Affairs Administrator

University of Chicago

University of Chicago

Accounting & Finance
Chicago, IL, USA
Posted on Friday, September 8, 2023


HUM Staff: Art History

About the Department

Established in 1903, the Department of Art History at the University of Chicago enters its second century as a leader of innovative teaching and research in a multi-faceted discipline. Faculty specialization spans the globe and ranges from the ancient world to contemporary performance art, but paths of inquiry are strongly interdisciplinary and traditional field boundaries are often traversed.

Job Summary

The Financial and Academic Affairs Administrator is responsible for planning, directing, coordinating and managing the business operations of the Department of Art History and overseeing faculty- and student-related support, curricular programming, events, and communication activities as well as supervising two staff and office student assistant. This role works closely with the Directors of Graduate and Undergraduate Studies and faculty committees, and within the guidelines of divisional administration.

The Administrator manages high levels of complexity and problem solving including financial oversight of two research programs within the Department as well as strategizing with the Chair on departmental issues and policy changes. Most responsibilities have oversight from the Department Chair and/or other faculty who hold administrative positions.

Interested applicants, please be sure to upload all required application materials listed in the job posting to be considered for this position.


  • Develops and manages the Department’s budget, which includes two research centers; conducts variance analysis and ad-hoc reporting; makes short- and long-term plans including for facilities improvements.
  • Updates Development Office on account status and contributes to stewardship reports.
  • In consultation with Chair and/or Director of Graduate Studies, co-drafts and edits narratives and budgets for grants.
  • Manages post-award activities including budgets, finances, collecting data, grant reporting, responding to agency inquiries, filing for extensions, etc.
  • Manages grant-related student competitions, calls for participation and public announcements, etc.
  • Collaborates with divisional grant staff, foundation relations/development, and partner institutions; may collaborate with URA as needed.
  • Assists in the monitoring of the various financial and budgetary activities, including vendor contracts. Prepares and monitors the budget for a unit.
  • Researches and analyzes data to create reports and may create other reports for grants and contracts.
  • Oversees faculty and other academic appointment processes; facilitates recruitment of and integrates new faculty and visitors to the life of the University and of Chicago.
  • Organizes and attends faculty meetings, annual retreat; takes minutes.
  • Oversees annual faculty report process and assists with reporting.
  • Oversees the administrative processes of the graduate and undergraduate student programs, providing guidance to staff and others and troubleshooting when needed.
  • Collaborates with others and provides guidance on sensitive student issues and policy changes.
  • Advises faculty with administrative positions on upcoming project scope.
  • Collaborates with the Division, the College, other University units, and arts communities within Chicago.
  • In collaboration with faculty, develops budget and planning for events and traveling seminars.
  • Oversees the work of the Events and Communication Assistant on planning department events.
  • Oversees coordination with partners including UChicagoGRAD, UChicagoArts, PRISM, Smart Museum, Art Institute, and others.
  • Helps develop and implement policies and procedures.
  • Supervises two full-time staff and student office assistant.
  • Responsible for training office staff on office procedures and compliance protocols. Coordinates special projects.
  • Assists in the monitoring of the various financial and budgetary activities, including vendors contracts. Preparing and monitoring the budget for a unit.
  • Performs other related work as needed.

Minimum Qualifications


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

Work Experience:

Minimum requirements include knowledge and skills developed through 2-5 years of work experience in a related job discipline.



Preferred Qualifications


  • Managing multiple projects simultaneously and effectively.
  • Progressively responsible administrative experience.
  • Supervising staff.
  • Managing finances or creating budgets.
  • Grant or stewardship reporting.

Technical Skills or Knowledge:

  • Effectively use financial systems.
  • Computer programs, such as MS Office Word, and Excel, standard email and internet applications.
  • Use Excel at an intermediate level.

Preferred Competencies

  • Strong oral/written communication skills.
  • Leverage the strength of others to achieve departmental/divisional goals.
  • Manage budgets effectively; apply financial tools and techniques to meet operational objectives.
  • Motivate staff and teams; supervise others in a positive manner.
  • Work collaboratively with colleagues.
  • Strong analytical skills.
  • Strategize effectively.
  • Apply intercultural knowledge, interpersonal skills, and teamwork to function effectively in diverse environments.

Working Conditions

  • Office environment.
  • Extensive computer work.
  • Travel/walk to various parts of campus.

Application Documents

  • Resume/CV (required)
  • Cover Letter including your interest in this position (required)
  • References Contact Information (3)(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

FLSA Status


Pay Frequency


Scheduled Weekly Hours


Benefits Eligible


Drug Test Required


Health Screen Required


Motor Vehicle Record Inquiry Required


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.

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.