Business Administrator

Department
 

Booth Accounting: Accounts Payable

About the Department
 

The University of Chicago Booth School of Business is the second-oldest business school in the U.S. and second to none when it comes to influencing business education and business practices. Since 1898, the school has produced ideas and leaders that shape the world of business. Their rigorous, discipline-based approach to business education transforms students into confident, effective, respected business leaders prepared to face the toughest challenges.
Chicago Booth has the finest set of facilities of any business school in the world. Each of the four campuses (two in Chicago, one in London, and one in Hong Kong) reflects the architectural traditions of its environs while offering a state-of-the-art learning environment.
Chicago Booth is proud to claim:
-an unmatched faculty.
-degree and open enrollment programs offered on three continents.
-a global body of nearly 54,000 accomplished alumni.
- strong and growing corporate relationships that provide a wealth of lifelong career opportunities.
As part of the world-renowned University of Chicago, Chicago Booth shares the University's core values that shape the distinctive intellectual culture. At Booth, they constantly question and test ideas, and seek proof. This extraordinarily effective approach to business leads to new ideas and innovative solutions. Seven of the Booth faculty members have won Nobel Prizes for these ideas - the first business school to achieve this accomplishment.
For more information about the University of Chicago Booth School of Business, please visit: http://www.chicagobooth.edu/.

Job Summary
 

The Business Administrator is responsible for administering various business processes. This position monitors data quality, identifies issues, develops business process improvement solutions, communicates across departments and teams, and ensures processes and data entered are being administered timely and consistently. This role has five areas of responsibility: procurement and payment administration, contract process administration, database process administration, general accounting support, client service and front office administration. This position manages (3) list hosts contract, payment and accounting help and ePayment requests; contract intake inquiries and IT acquisition processes, which includes end-to-end order from follow-up on outstanding requests to close-out. The position receives and reviews IT orders via the Team Dynamix TDX) system, analyzes and inputs them into BUYSITE system. Works with IT department to order, follow-up and close-out IT orders. Provides general accounting support for cash receipts: cash, check, credit card and wire transfer for incoming receipts and month end closing transfers for Booth. The position manages database inputs for Contracts payments, ePayments, IT orders, general accounting, etc., to create and manage various analytical reporting from Microsoft Access database to maintain contract, purchasing and payment workflow optimization.

Responsibilities

• Monitors list hosts, contract, payment, and accounting help, daily. Responds to supplier issues, reviews and approves proposed transactions within the processing queue. Runs and reviews weekly report with management for any open requests and resolve.
• Reviews contract files for completeness and reviews/records contract payment requests and addresses general inquiries.  Reviews and identifies contract payment terms, (e.g. deposits, percentage completed and residual payments due) and records schedule of payments in the contract database.
• Processes and manages the day-to-day operations of the IT purchase request orders (come through HEAT) to create BuySite requisitions.  Manages (PO) invoices and performs download Onbase e-payment data (non-PO) to accounting database and reviews completeness of the data for the payment approver within a procurement framework. Pays some IT orders through GEMS credit card and reconciles.
• Provides support for acquisition and payment activities by generating standard and custom reports from University systems (Business Objects, Accounts Payable Systems, Buysite, GEMS and OnBase). Manages on-time and error free payment and PO reconciliation process to oversee the month-end close including the review of outstanding IT orders with Procurement Sourcing Manager.
• Creates and updates new and existing vendors for payment and updates status in the payment module of the database for review.
• Performs data quality assurance checks to ensure data accuracy with University systems is recorded in accounting database.
• Administers Certificate of Insurance and Theft Insurance Database to generate reports for insurance renewals.
• Manages requests and creates GEMS reports and/or reimbursement/payment requests for faculty/visitors/students, and record cash receipt intake for deposit, including check, credit card and wire transfers. Manages monthly reconciliation of GEMS and month-end closing transactions and billing.
• Administers programs such as the meal voucher program and recharge functions for Wolfgang Puck catering and meal vouchers, UPS, FEDEX and Insurance billing.
• Sets up new users to access University financial systems such as InfoView, ACCTS, FAS, OnBase and Business Objects.
• Works with the Director of Accounting and Budget to develop training materials and provides training.
• Develops procedures; establishes standards to ensure that the Service Level Agreements (SLAs) are met; and customer satisfaction is achieved through feedback and reporting. Develops logistics to achieve customer satisfaction.
• Administers Booth branded products and stationery program.
• Administers the multi-function device program (user management, billing and training).
• Acts as front office administration support for accounting team and performs other office-related duties.
• Provides professional support as a primary account administrator for account owners in an intensive customer service environment.
• 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
 

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 2-5 years of work experience in a related job discipline.

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Certifications:

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Preferred Qualifications

Education:

• Bachelor’s degree in business, supply chain, finance, or accounting.

Technical Skills or Knowledge:

• Knowledge of University Financial Systems like FAS/APS, Business Objects, BuySite, GEMS, ACCTS, Onbase, ePayment.
• Proficiency in the use of Microsoft Office, especially Excel and Access.
• Skills with SQL, Visual Basic or VISIO.  
• Proficiency in databases and database reporting.
• Proficiency in web-based/cloud technology.

Preferred Competencies

• Contract management; contract language precision skills and familiarity.
• Strong planning skills to set up systems, visualize business process mapping, and streamline accounting and finance functions.
• Accounting terminology and software.
• Familiarity with finance workflow solutions.
• Strong spreadsheet and data visualization skills.
• Extremely detail-oriented and dedicated to accuracy and thoroughness.
• Excellent analytical, organizational, time management and follow up skills.
• Self-motivated and problem-solve.
• Exercise independent judgment.
• Produce high quality of work.

Working Conditions

• This position is currently expected to work a minimum three days per week in the office.

Application Documents

• Resume/CV (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
 

Financial Management

Role Impact
 

Individual Contributor

FLSA Status
 

Exempt

Pay Frequency
 

Monthly

Scheduled Weekly Hours
 

37.5

Benefits Eligible
 

Yes

Drug Test Required
 

No

Health Screen Required
 

No

Motor Vehicle Record Inquiry Required
 

No

Posting Statement
 

Employees must comply with the University’s COVID-19 vaccination requirements. More information about the requirements can be found on the University of Chicago Vaccination GoForward .
The University of Chicago is an Affirmative Action/ Equal Opportunity/Disabled/Veterans Employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, status as an individual with a disability, protected 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.