External Affairs Administrator

Department
 

Law Annual Giving

About the Department
 

The University of Chicago Law School occupies a unique niche among this country's premier law schools. Located on a residential campus in one of America's great cities, UChicago Law offers a rigorous and interdisciplinary professional education that blends the study of law with the humanities, the social sciences, and the natural sciences. Students, faculty, and staff form a small, tightly knit community devoted to the life of the mind. Learning is participatory. UChicago Law does not seek to impose a single viewpoint or style of thought on its students. Instead, our faculty exposes students to contrasting views, confident in students' abilities to choose their own paths.

Job Summary
 

The University of Chicago Law School's External Affairs department is searching for an External Affairs Administrator. The Administrator will handle administrative and financial tasks for the External Affairs team, and will provide direct support to the Director of Annual Giving and Operations, and the Associate Dean for External Affairs.

Responsibilities

• Reconcile financial account expenditures and deposits against ledger
• Create and update custom Excel ledger workbook for account
• Communicate expenditures with departmental senior staff
• Troubleshoot issues, assemble reports in Business Objects, and process transfers in ACCTS
• Monitor spending, review charges, and ensure University compliance
• Process GEMS reports and ePayments, reviewing expenses and assembling needed paperwork
• Efficiently procure orders through Buysite and oversee payment of invoices
• Retrieve, reconcile, and deposit credit card statements
• System Requirements: GEMS, ePayment, Buysite, ACCTS, FAS, CVENT, Paypal, Vantiv and Griffin
• Process donor gifts mailed to Law School address
• Monitor and update staff information with ARD, Census, Law Administration and Law Communications
• Create and maintain annual Law School Faculty list
• Provide general administrative support as needed to the Associate Dean of External Affairs, and to the Directors within External Affairs
• Has a moderate/solid understanding of fundraising operations for a school or department of the University. Identifies budget requirements and staffing needs on a project or event basis
• Cultivates and maintains relationships with donors and volunteers. Establishes and maintains donor records and accounts
• Performs other related work as needed.

Minimum Qualifications
 

Education:

Minimum requirements include a college or university degree in related field.

---
Work Experience:

Minimum requirements include knowledge and skills developed through 2-5 years of work experience in a related job discipline.

---
Certifications:

---

Preferred Qualifications

Education:

• Bachelor's Degree

Experience:

• 2-5 years of experience in a professional setting, performing administrative functions
• Prior financial experience
• Previous experience in higher education

Preferred Competencies

• Advanced Excel skills and familiarity with other technical systems
• Previous experience with proprietary financial/accounting software systems
• Mathematical aptitude with strong analytical skills
• Ability to translate data and create well organized reports, charts and graphs
• Strong organization and attention to detail
• Exceptional interpersonal, verbal, and written skills
• Strong problem-solving skills with a resourceful approach to researching and proposing solutions
• Ability to exercise discretion and tact and work professionally and diplomatically with individuals within the school and university
• Ability to be flexible and adapt to changes in workflow and procedures
• Ability to independently complete projects on time and with minimal supervision
• Flexibility and ability to work effectively under considerable time pressure
• Previous experience with Business Objects and other University systems

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
 

Alumni Relations & Development

Role Impact
 

Individual Contributor

FLSA Status
 

Exempt

Pay Frequency
 

Monthly

Scheduled Weekly Hours
 

37.5

Benefits Eligible
 

Yes

COVID-19 Vaccination or Approved Medical or Religious Exemption Required
 

Yes

Drug Test Required
 

No

Health Screen Required
 

No

Motor Vehicle Record Inquiry Required
 

No

Posting Statement
 

Effective October 15, 2021, the University of Chicago requires COVID vaccination for all students, faculty, and staff members. Individuals may claim exemption from the vaccine requirement for medical or religious reasons.
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.

Department
 

Law Annual Giving

About the Department
 

The University of Chicago Law School occupies a unique niche among this country's premier law schools. Located on a residential campus in one of America's great cities, UChicago Law offers a rigorous and interdisciplinary professional education that blends the study of law with the humanities, the social sciences, and the natural sciences. Students, faculty, and staff form a small, tightly knit community devoted to the life of the mind. Learning is participatory. UChicago Law does not seek to impose a single viewpoint or style of thought on its students. Instead, our faculty exposes students to contrasting views, confident in students' abilities to choose their own paths.

Job Summary
 

The University of Chicago Law School's External Affairs department is searching for an External Affairs Administrator. The Administrator will handle administrative and financial tasks for the External Affairs team, and will provide direct support to the Director of Annual Giving and Operations, and the Associate Dean for External Affairs.

Responsibilities

• Reconcile financial account expenditures and deposits against ledger
• Create and update custom Excel ledger workbook for account
• Communicate expenditures with departmental senior staff
• Troubleshoot issues, assemble reports in Business Objects, and process transfers in ACCTS
• Monitor spending, review charges, and ensure University compliance
• Process GEMS reports and ePayments, reviewing expenses and assembling needed paperwork
• Efficiently procure orders through Buysite and oversee payment of invoices
• Retrieve, reconcile, and deposit credit card statements
• System Requirements: GEMS, ePayment, Buysite, ACCTS, FAS, CVENT, Paypal, Vantiv and Griffin
• Process donor gifts mailed to Law School address
• Monitor and update staff information with ARD, Census, Law Administration and Law Communications
• Create and maintain annual Law School Faculty list
• Provide general administrative support as needed to the Associate Dean of External Affairs, and to the Directors within External Affairs
• Has a moderate/solid understanding of fundraising operations for a school or department of the University. Identifies budget requirements and staffing needs on a project or event basis
• Cultivates and maintains relationships with donors and volunteers. Establishes and maintains donor records and accounts
• Performs other related work as needed.

Minimum Qualifications
 

Education:

Minimum requirements include a college or university degree in related field.

---
Work Experience:

Minimum requirements include knowledge and skills developed through 2-5 years of work experience in a related job discipline.

---
Certifications:

---

Preferred Qualifications

Education:

• Bachelor's Degree

Experience:

• 2-5 years of experience in a professional setting, performing administrative functions
• Prior financial experience
• Previous experience in higher education

Preferred Competencies

• Advanced Excel skills and familiarity with other technical systems
• Previous experience with proprietary financial/accounting software systems
• Mathematical aptitude with strong analytical skills
• Ability to translate data and create well organized reports, charts and graphs
• Strong organization and attention to detail
• Exceptional interpersonal, verbal, and written skills
• Strong problem-solving skills with a resourceful approach to researching and proposing solutions
• Ability to exercise discretion and tact and work professionally and diplomatically with individuals within the school and university
• Ability to be flexible and adapt to changes in workflow and procedures
• Ability to independently complete projects on time and with minimal supervision
• Flexibility and ability to work effectively under considerable time pressure
• Previous experience with Business Objects and other University systems

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
 

Alumni Relations & Development

Role Impact
 

Individual Contributor

FLSA Status
 

Exempt

Pay Frequency
 

Monthly

Scheduled Weekly Hours
 

37.5

Benefits Eligible
 

Yes

COVID-19 Vaccination or Approved Medical or Religious Exemption Required
 

Yes

Drug Test Required
 

No

Health Screen Required
 

No

Motor Vehicle Record Inquiry Required
 

No

Posting Statement
 

Effective October 15, 2021, the University of Chicago requires COVID vaccination for all students, faculty, and staff members. Individuals may claim exemption from the vaccine requirement for medical or religious reasons.
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.