Finance and Operations Assistant

Job Summary

The Finance and Operations Assistant, reporting to the Operations Manager, ensures the smooth execution of daily operations and financial processes for Data Science 4 Everyone’s team. This role requires a detail-oriented, proactive professional who excels in managing complex schedules, coordinating travel and events, and handling confidential information. The Finance and Operations Assistant processes invoices, tracks expenses, and supports budget management. The position provides executive support to the unit Executive Director, including calendar management, travel booking, expense reporting, and general administrative tasks. The ideal candidate anticipates and addresses the needs of DS4E’s team. This role involves liaising closely with various departments across the University of Chicago to ensure smooth business processes, financial accuracy, and operational efficiency.

This position is grant-funded for a minimum of 4 years. Additional funding may be obtained to extend the position beyond that time.

Pay Range

$26.00 - $33.00 per hour

Application Process

Interested candidates must apply through the University of Chicago job portal at https://uchicago.wd5.myworkdayjobs.com/External/job/Chicago-IL/Finance-and-Operations-Assistant_JR28738.

Application Documents

• Resume/CV (required).

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

Responsibilities

• Performs administrative functions with careful attention to detail, complete confidentiality, a positive attitude, and discerning judgment.
• Stays updated on University policies, procedures, and regulations, and ensure compliance within the department.
• Manages and prioritizes scheduling for team events, including all meeting logistics for large group scheduling with external partners (availability, location, audio/video, etc.).
• Accurately maintains team calendar, informing the team of upcoming holidays, staff time off, and important events.
• Makes travel arrangements for internal and external team members.
• Assists with the onboarding process for new staff members.
• Manages inventory for event supplies and other equipment.
• Coordinates internal processes to improve workflows and operational efficiency.
• Provides administrative coverage for other staff and supports special projects as needed.
• Assists in triaging incoming communications, including emails to the general Data Science 4 Everyone inbox.
• Assists with day-to-day financial operations, including purchase requests, procurement, invoicing, and expense tracking.
• Processes expense reports, maintains up-to-date financial records, and ensures budget accuracy and compliance with University policies and grant requirements.
• Completes supplier setup processes for new suppliers, contractors, and stipend recipients.
• Submits requests for reimbursements and payments promptly, maintaining internal documentation.
• Prepares expense reports, manages the calendar, makes travel arrangements, and broadly supports the activities and administrative needs of the Executive Director.
• Provides administrative support for a leader. Stays informed of activities relating to programs and initiatives, apprising the leader of issues when deemed necessary. Coordinates information flow from leader's office.
• May initiate correspondence and other written materials under own signature or for signature of the leader. Triages emails and telephone calls for action. Resolves a combination of some routine and complex inquiries.
• Coordinates special projects as directed by the leader. Prepares write ups for recommendations for operational and administrative problems. Manages a portion of the leader's budget, monitoring and reconciling accounts. Prepares financial and/or administrative reports.
• Performs other related work as needed.

Minimum Qualifications

Education:

Minimum requirements include vocational training, apprenticeships or the equivalent experience in related field (not typically required to have a four-year degree).

Work Experience:

Minimum requirements include knowledge and skills developed through 5-7 years of work experience in a related job discipline.

Preferred Qualifications

Education:

• College or university degree in business administration, finance, accounting, or a related field.

Experience:

• Executive support experience.

Technical Skills or Knowledge:

• Expertise in office technologies and systems, particularly Google Suite (Docs, Sheets, Slides, Forms).
• Advanced in Microsoft Office Suite (Excel, Word, PowerPoint), Oracle, and other relevant software platforms for calendar management, budgeting, and documentation.

Preferred Competencies

• Attention to detail. Exceptional ability to handle detailed tasks such as calendar management, expense reporting, and budget tracking.
• Time management - strong skills in managing multiple priorities, meeting deadlines, and effectively organizing schedules. Prioritize tasks and manage time efficiently in a remote team environment.
• Confidentiality and discretion - demonstrated ability to handle sensitive information and maintain confidentiality in all aspects of the role, particularly when interacting with internal and external stakeholders.
• Financial acumen - knowledge of budgeting, payment reconciliation, and invoice processing, with proficiency in financial management tools like Oracle.
• Communication skills - excellent verbal and written communication skills, including draft and refine meeting materials, correspondence, and reports for internal and external audiences.
• Proactive problem-solving - anticipates the team’s needs, taking the initiative to resolve operational challenges or discrepancies before they escalate.
• Technical proficiency.
• Adaptability and flexibility - respond quickly to last-minute changes in schedules or priorities and adjust accordingly, demonstrating resourcefulness in managing unforeseen situations.

Working Conditions

• 100% remote work.
• Occasional travel, including nights and weekends.
• Consistent with its obligations under the law, the University will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of their job.