Finance Assistant

Join to apply for the Finance and Operations Assistant role at University of Chicago Join to apply for the Finance and Operations Assistant role at University of Chicago Get AI-powered advice on this job and more exclusive features. University of Chicago provided pay range This range is provided by University of Chicago. Your actual pay will be based on your skills and experience — talk with your recruiter to learn more. Base pay range $26.00/hr - $33.00/hr Direct message the job poster from University of Chicago Talent Advisor | Diversity & Inclusion Leader Department AI Data Science 4 Everyone About the Department Data Science 4 Everyone (DS4E) is a national initiative working to catalyze the adoption of data science and data literacy as a fundamental component of K-12 education. DS4E facilitates a broad and growing coalition of system leaders in U.S. education, seeded by support from Steven Levitt (Freakonomics), Arne Duncan (Fmr. U.S. Secretary of Education), Linda Darling-Hammond (Learning Policy Institute, California State Board of Education), Eric Schmidt (Fmr. CEO Google), Ken Griffin (CEO of Citadel), Scott Cook (co-founder of Intuit), and many others. Incubated at the Center for RISC and popularized by the 2019 Freakonomics podcast America’s Math Curriculum Doesn’t Add Up, DS4E is quickly expanding into a new dedicated team at the University of Chicago, striving to teach students the basics of modern data across school subjects and grade-levels. Our core focus is to raise awareness and work with stakeholders across U.S. education to ensure every student is data literate by high school graduation, and can meaningfully participate in and build a data-driven future. In just 3 years, DS4E has grown data science education programs in 15 states and hundreds of schools, with numerous national partners. As a field catalyst, DS4E builds awareness with local, state, and national leaders, centralizes and disseminates resources, hosts convenings and communities of practice, creates partnerships to support and train educators across the country, and helps schools and districts design new K-12 programs for all students. 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 posiiton 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. 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: 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. Working Conditions 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. 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. Pay Range $26.00 - $33.00 The included pay rate or range represents the University’s good faith estimate of the possible compensation offer for this role at the time of posting. Benefits Eligible Yes The University of Chicago offers a wide range of benefits programs and resources for eligible employees, including health, retirement, and paid time off. Information about the benefit offerings can be found in the Benefits Guidebook. 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 View phone number on click.appcast.io 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: Paper copies of the Report are available, upon request, from the University of Chicago Police Department, 850 E. 61st Street, Chicago, IL 60637. Seniority level Seniority level Mid-Senior level Employment type Employment type Full-time Job function Job function Finance and Administrative Industries Higher Education, Education, and Research Services Referrals increase your chances of interviewing at University of Chicago by 2x Inferred from the description for this job Medical insurance Vision insurance 401(k) Pension plan Child care support Paid maternity leave Paid paternity leave Tuition assistance Disability insurance Get notified when a new job is posted. Sign in to set job alerts for “Operations Assistant” roles. Senior Associate, Operations & Supply Chain Marketing Operations Associate (Remote - United States) Sales Operations Associate Analyst (Retention)-Work from Home Operations Coordinator, HB Coding, Full-time, Days (Remote - Must reside in IL, IN, IA, or WI) Operations Coordinator, HB Coding, Full-time, Days (Remote - Must reside in IL, IN, IA, or WI) Clinical Operations Associate (Pediatric Occupational Therapist) Administrative Assistant II - Casualty Underwriting Assistant Director, Clinical Trial Financial Group We’re unlocking community knowledge in a new way. Experts add insights directly into each article, started with the help of AI. #J-18808-Ljbffr