Department
 

BSD MIC - Department of Microbiology

About the Department
 

The Department of Microbiology faculty researches a vast array of bacteria and viruses. We are a community of faculty, postdoctoral scholars, students, and staff committed to research and education in the field of microbiology. Our faculty conduct interdisciplinary research that advances the study of microbes and microbial diseases. Basic research in Microbiology underwrites out effort for eradication of important pathogens, prevention of human diseases, development of gene therapies and the evolution of new strategies for personalized medicine. We are also committed to training the next generation of scientists.

Job Summary
 

The Executive Administrator serves as the department’s Chief Financial Officer and Chief Operating Officer responsible for leading a complex academic research environment. In this role, the EA is responsible for balancing departmental research, educational, and institutional priorities and will be a visible, engaged, and communicative leader representing the University of Chicago and the Biological Sciences Division. The EA reports directly to the Department Chair with a matrixed relationship to the Vice Dean of Finance and Administration.
As the EA for the department, you will plan and direct broad and complex financial and management functions in support of departmental and divisional goals. You are responsible for the strategic business and leadership of the department including the research operations, managing finances, personnel, and resources to ensure that goals are met in a timely and effective manner. You will handle day to day administration and operations of the departments educational and research programs, in collaboration with the Chair, Faculty, and Staff. You will maintain an environment conducive to peak performance in all areas of operation by working closely with Department and Divisional leadership, key staff, and other administrators to ensure collaboration and alignment of goals within the Department. You will work with the Chair and the Division to develop, plan, and implement strategic goals to advance innovative research and education efforts in the department in alignment with the organizational missions.

Responsibilities

Strategic Development and Execution

• Develop, direct, and implement the strategic operating plans for the department ensuring that all relevant information is available to support a collaborative planning process that involves a thorough business analysis, proposals, and plans for new research and educational programs and the design/implementation of changes to existing programs.

Financial Responsibilities and Oversight

• Responsible for the departmental budget, capital expenditures, grants, and oversight of all aspects of non-research expenditures, and manages discretionary funds, endowments/gifts, and accounts for numerous active/emeritus faculty and graduate students.

Research Administration Oversight

• Works closely with faculty and divisional leadership to achieve the overarching strategic objective of supporting and sustaining innovative research, increasing the department’s research portfolio, focused on extramurally funded research.

• Oversees the extramural funding process (pre award to post award) to optimize the potential for grant funding and to ensure all funding awarded is used to the specification of the funding agency. 

• Aligns resources and identifies, oversees, and develops funding strategies for successful attainment of external grant proposals and contract applications from a range of sponsors in support of research, education.

Human Resources

• Leads and manages all departmental staff establishing synergies and continuous improvement in the support of our faculty’s research and educational missions, and in the overall administrative program, delivery, and service.

• Cultivates a collaborative, inclusive environment that promotes and fosters teamwork, innovation, and problem solving supporting a safe and ethical environment.

Space and Facilities Administration

• Directs and manages research and administrative space planning for the department. 

Risk Management

• Responsible for recognizing and addressing issues that require immediate legal or risk management input to protect the interests of the university. 

Other

• Manages the daily operations of an organizational unit or assists with managing the daily operations of a larger organizational unit, primarily in the areas of financial, purchasing, grant, facilities, human resources and support services management. Ensures compliance of staff with organizational, University and other relevant policies and guidelines.

• Manages all financial activities, including financial analysis and reporting, budgeting, accounting, accounts receivable/payable, and procurement. Oversees facilities management, including renovations, moves, maintenance and ongoing facilities operations. Manages development of all contracts, including those with vendors and other institutions.

• May oversee the management of informational technology planning, ensuring necessary operating and information systems and resources are in place to accomplish strategic goals. Conceives and directs special projects related to the business of the organizational unit.

• Manages space, facilities, and equipment, including renovations, moves, maintenance and ongoing facilities operations.

• 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 7+ years of work experience in a related job discipline.

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Certifications:

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Preferred Qualifications

Experience:

• 10+ years of progressively responsible relevant professional experience in financial planning, analysis, forecasting, modeling, management, research or administration.

• Supervisory experience.

• Directly related financial and budget development experience in a complex environment.

• Experience working in a fiscally responsible, highly regulated business setting that regularly employs benchmarking.

• Experience at accomplishing goals within a set timeframe, and within budget.

• Track record of success in focusing on strategic objectives and translating the priorities into successful short- and long-term results for the organization.

• Proven track record as a strategic leader with specific experience implementing value added business initiatives.

• Demonstrated progressively responsible experience within a complex, research-intensive university strongly preferred.

​Preferred Competencies

• Proven financial management skills, including the ability to analyze data for budgeting, operations, auditing, and accounts receivable and reserve analysis, preform preparation.

• Excellent mathematical and analytical skills with a focus on synthesizing and extracting trends from multiple incongruent sources.

• Demonstrated effectiveness applying a keen business intellect to problem solving in an environment notable for complexity with multiple business partners and multiple missions.

• Demonstrated capacity to learn new technologies, interact professionally with members of all levels of the organization, and provide superlative customer service to the faculty, students, and staff throughout the organization.

Working Conditions

• Office Environment.

• Weekend/Evening Hours- As needed for events and during budget season.

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
 

Administration & Management

Role Impact
 

People Manager

FLSA Status
 

Exempt

Pay Frequency
 

Monthly

Scheduled Weekly Hours
 

40

Benefits Eligible
 

Yes

Drug Test Required
 

No

Health Screen Required
 

No

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.

 

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: http://securityreport.uchicago.edu . Paper copies of the Report are available, upon request, from the University of Chicago Police Department, 850 E. 61st Street, Chicago, IL 60637.