Financial and Operations Analyst

Financial And Operations Analyst

The Financial and Operations Analyst provides comprehensive financial and operational support to the Office of the Vice President for Research at the University of Chicago, playing a key role in advancing the office's research mission. This role supports financial planning, budgeting, invoicing, and expenditure tracking; coordinates grant and contract administration in compliance with university, federal, and private foundation guidelines; and supports data reporting, facilities management, and general office operations. Working closely with the Office of the Vice President for Research team, this position supports the development and execution of standard operating procedures, operational and strategic plans, maintains relevant policies and procedures, and ensures compliance with University guidelines. The ideal candidate is a detail-oriented, proactive, and adaptable professional who exercises sound judgment and discretion, thrives in a fast-paced academic environment, and brings a genuine interest in research infrastructure, finance, and operations.

Responsibilities include:

• Maintain the general ledger in compliance with GAAP and University policies, including account creation, journal entries, expense transfers, and period-end closing in Oracle and other financial systems as needed.
• Monitor the general ledger for spending activity and budget-vs-actual variances; submit journal entries and cost corrections as needed to maintain accuracy and ensure expenses are recorded to the correct accounts.
• Prepare accurate annual budgets and monthly forecasts using the department's budgeting and planning system (UCPLAN); monitor variances and provide reporting to management in a timely manner.
• Prepare and distribute monthly budget-vs-actual reports at the departmental and consolidated levels; support preparation of financial statements and ad hoc analyses for senior leadership.
• May provide approvals for post-award activities as directed by Director of Administration and Operations as well as sponsored research and sponsored programs teams.
• Support procurement activities across the department by submitting operational and high-value procurement requests in Oracle; assist staff with transactions in Oracle, Concur, and Workday; and provide guidance on University procurement policies and procedures.
• Reconcile accounts and process transactions across University financial systems; manage year-end closeouts and new fiscal year planning.
• Serve as secondary financial approver for entity transactions including procurement, costing allocations, and expense reimbursements.
• Support communications and coordination with the university community, research affiliates, and external stakeholders on administrative matters associated with the Office of the Vice President for Research, including grant and contract administration workflows.
• Perform complex and diverse administrative duties in support of the day-to-day operations of the Office of the Vice President for Research, including the maintenance and development of office-wide policies and procedures.
• Handle highly sensitive and confidential information with the highest level of tact and discretion.
• May assist with human resources activities for unit staff, including position and compensation planning, recruitment support, and new employee onboarding.
• Support facilities needs, space planning, and vendor relationships; assist with operational planning and process improvement initiatives.
• Analyzes and prepares budgets, creates accounts, and works with the financial accounting system to allocate, authorize, monitor, and control expenses.
• May work with other administrators on the procurement process, allocates expenditures for authorization, and advises in communications regarding funding agencies, subcontractors, and others at the instruction and direction of others.
• Performs other related work as needed.

Minimum Qualifications include a college or university degree in a related field and 2-5 years of work experience in a related job discipline.

Preferred Qualifications include a Bachelor's or advanced degree in financial management or other related field and 25 years of relevant financial or operations experience, preferably in a higher education or research setting.

Preferred Competencies include strong proficiency in financial management, budgeting, and reporting; familiarity with university financial systems; demonstrated ability to manage multiple priorities simultaneously and work effectively in a fast-paced, deadline-driven environment; proficiency with Microsoft Office Suite; comfort with AI tools to support operational and administrative efficiency and related tasks; excellent interpersonal, written, and verbal communication skills; high degree of discretion and judgment in handling confidential and sensitive information; experience working in a university, research, or academic setting; familiarity with University of Chicago financial system (Oracle); and knowledge of federal grant regulations and research compliance requirements.

Working Conditions include a hybrid work schedule, which includes in-office presence multiple days a week; use computers extensively throughout the workday, 4 hours or more; stand for 2 to 4 hours; sit for 4 hours or more; use standard office equipment and troubleshoot IT equipment in a remote/hybrid environment; and some evening and weekend work.

Application Documents include a resume (required) and a cover letter (preferred).