Department
 

BSD BMB - Executive Administrator

About the Department
 

The Department of Biochemistry and Molecular Biology studies how biomolecules operate and interact to drive the complex and diverse behaviors of living systems. Our research encompasses all areas of modern biochemistry, including structural biology, biophysics, biomolecular engineering and design, and evolution. As our interests continue to expand and adapt to new frontiers, we are looking for graduate students and postdoctoral fellows to join us in our pioneering work. Members of the department ask broad and multifaceted questions. As a result, our trainees are well equipped for future academic and industrial careers in biochemistry and biophysics.

Job Summary
 

The job performs primarily routine post-award activities relating to grant/contract funding and university funds within a department or unit. Post-award activities mainly include, regulatory and compliance monitoring, procurement processing, payment and reimbursement processing, salary allocations, monthly ledger/statements reconciliation, grant projections, and grant close-out process.

Responsibilities

• Provide financial support to the faculty and staff of the department.

• Use the University's BuySite system to receive, review, and approve purchase requests, and place orders with vendors for approximately twenty research laboratories in the department.

• Maintain a current departmental vendor list; contact Central Procurement Services for vendor corrections, updates, and new vendor requests.

• Follow up with vendors for orders not received or return of goods.

• Process invoices associated with purchases and reconcile any payment disputes.

• Process reimbursements and travel vouchers.

• Monitor and process transactions, including, with on-campus service providers such as cylinder gas, stockroom business, Fisher Scientific office, and OSRF & ARC charges.

• Monitor spending on federal, non-federal, and unrestricted  accounts.

• Analyze monthly financial reports and ledgers for accuracy.

• Reconcile charges on monthly account statements/ledgers.

• Assist in/provide grant projections for select faculty; Assist in annual grant reporting; assist in grant account close-out process.

• Maintain the equipment inventory for the department; tag, locate, and track equipment.

• Pre-award: as needed serve as a back-up in proposal submission process and reporting.

• Assist in general administrative duties as needed during peak times of the academic year or contribute to team efforts by assisting colleagues to ensure timely and accurate service to principal investigators and sponsors. May perform back-up duties during vacation or sick leaves of another team member.

• Assists with straightforward post-award activities including account creations, regulatory and compliance monitoring, salary allocations, effort reporting, grant projections, cost allocations, cost center charges, equipment inventory, invoice preparation, grant closing process, and account closing.

• Prepares summaries of grants and effort allocations for Principal Investigators, meets with them and responds to their questions. Coordinates with other departments/units/divisions regarding multi investigator grants. Serves as department contact for annual audits and agency site visits.

• 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

Experience:

• Prior post-award management experience in a University setting.

• Extensive customer service experience in an educational and research environment.

• Experience in using Microsoft Word, Excel and PowerPoint.

• Knowledge of Adobe Acrobat and other business-related applications.

Preferred Competencies

• Manage interpersonal relationships and interact/communicate with clarity, tact and courtesy with faculty, students, staff and others.

• Communicate effectively in English, both orally and in writing.

• Identify priorities.

• Recognize and resolve or refer problems.

• Work effectively with supervision and as a part of a team.

• Use or learn a range of position-related software applications.

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
 

Individual Contributor

FLSA Status
 

Non-Exempt

Pay Frequency
 

Biweekly

Scheduled Weekly Hours
 

40

Benefits Eligible
 

Yes

Drug Test Required
 

No

Health Screen Required
 

No

Motor Vehicle Record Inquiry Required
 

No

Posting Statement
 

Employees must comply with the University’s COVID-19 vaccination requirements. More information about the requirements can be found on the University of Chicago Vaccination GoForward .
The University of Chicago is an Affirmative Action/ Equal Opportunity/Disabled/Veterans Employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, status as an individual with a disability, protected 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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