Program Administrator

The University of Chicago biomedical enterprise houses three entities: the Biological Sciences Division (BSD), the University of Chicago Medicine (UCM), and the Pritzker School of Medicine. Collectively called UCM, we are one of the nation's leading academic medical institutions and have been at the forefront of discovery, education, and clinical care since 1927. Located 20 minutes south of downtown Chicago, our Hyde Park main campus provides a single environment for learning, world-renowned basic science and clinical research, and outstanding clinical care.

About the role

This position is responsible for providing comprehensive administrative and financial support to both the Darwin Cluster and the Dean of Students Office. The Program Administrator manages a wide variety of support including but not limited to: student reimbursements, travel, purchasing, awards processing, NDVS admissions tracking, and maintains critical communication with students, vendors, and faculty. The position will play a key role in facilitating operations across both areas. This position has a dual reporting role to the Director of the Darwin Cluster and the Dean of Students.

Responsibilities

• Process reimbursements and payments for current students and prospective student recruits.
• Book student travel and process other pre-approved purchasing requests (including Oracle purchasing).
• Bill and invoice vendors.
• Reconcile GEMS expenses.
• Avoidance of fraud and misuse of funds.
• Assist the Darwin Cluster Director with special events including admissions, orientation, and retreats and serve as back-up for student dissertation defenses.
• Oversee the full lifecycle of student awards from the Dean of Students Office and the Darwin Cluster program awards.
• Manage the NDVS individual and program admissions and financial aid processing including NDVS application review and processing and NDVS quarterly tracking.
• Serve as the project lead for student reimbursement tracking for the Division.
• Manage Dean’s Council approval, purchasing, and reimbursement requests for all programs.
• Uses moderate/solid understanding and experience to administer the delivery of services to program participants and/or beneficiaries.
• Analyzes program budgets and recommends or makes budgetary recommendations.
• Performs other related work as needed.

Requirements

• Minimum requirements include a college or university degree in related field.
• Minimum requirements include knowledge and skills developed through 2-5 years of work experience in a related job discipline.

Qualifications

• Experience 2+ years administrative or program coordination experience strongly preferred.
• Experience with Oracle purchasing and/or expense reconciliation is strongly preferred.
• Experience with Microsoft Office Suite, database management, and electronic tracking systems.

Preferred Competencies

• Attention to detail and high level of accuracy.
• Strong project management skills.
• Strong problem-solving skills.
• Ability to work independently and collaboratively within a team.
• Prioritization and meeting deadlines.
• Ability to maintain confidentiality in handling sensitive information.

Working Conditions

Office Environment. Weekend/Evening Hours: As needed.

Application Documents

• Resume (required)
• Cover Letter (preferred)

Benefits Eligible

Yes

Job Family

Administration & Management

Role Impact

Individual Contributor

Scheduled Weekly Hours

40

Drug Test Required

No

Health Screen Required

No

Motor Vehicle Record Inquiry Required

No

Pay Rate Type

Salary

FLSA Status

Exempt

Pay Range

$65,000.00 - $80,000.00

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. 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.