Finance and Operations Assistant at The University of Chicago in Chicago, Illinois

Job Description:

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.



Certifications:




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Preferred Qualifications




Education:

• College or university degree in business administration, finance, accounting, or a related field.

Experience:

• Executive support 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.

Preferred Competencies

• Attention to detail. Exceptional ability to handle detailed tasks such as calendar management, expense reporting, and budget tracking.


• Time management - strong skills in managing multiple priorities, meeting deadlines, and effectively organizing schedules. Prioritize tasks and manage time efficiently in a remote team environment.


• Confidentiality and discretion - demonstrated ability to handle sensitive information and maintain confidentiality in all aspects of the role, particularly when interacting with internal and external stakeholders.


• Financial acumen - knowledge of budgeting, payment reconciliation, and invoice processing, with proficiency in financial management tools like Oracle.


• Communication skills - excellent verbal and written communication skills, including draft and refine meeting materials, correspondence, and reports for internal and external audiences.


• Proactive problem-solving - anticipates the team's needs, taking the initiative to resolve operational challenges or discrepancies before they escalate.


• Technical proficiency.


• Adaptability and flexibility - respond quickly to last-minute changes in schedules or priorities and adjust accordingly, demonstrating resourcefulness in managing unforeseen situations.

Working Conditions

• 100% remote work.


• 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) MUSTbe uploaded via the My Experience page, in the section titled Application Documents of the application.



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

Hourly



FLSA Status

Non-Exempt



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 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. Apply Now