What are the responsibilities and job description for the Operations Specialist position at The University of Chicago?
Department
Provost Office of ResearchAbout the Department
Job Summary
Responsibilities
- Lead automation of joint appointment effort procedures using Xink, Box, and Smartsheet.
- Support users in the adoption and use of the joint appointment management systems.
- Ensure data integrity of and manage digital files for joint appointment effort reimbursement agreements and appointments.
- Distribute, process, and request monthly invoices.
- Assist in resolving issues in Accounts Payable, Accounts Receivable, or Post-Award when necessary, conducting and/or participating in meetings as appropriate.
- Prepare and communicate joint appointment data.
- Develop and provide policy recommendations and process improvements.
- Develop and maintain outbound faculty joint appointment tracking systems.
- Provide special reports and data for external agency audits and other internal requests, including annual reconciliation of JA forms, compensation updates, and terminations.
- Develop and communicate program priorities and performance standards for the Director of Operations and assesses effectiveness.
- Plan and conduct quality assurance reviews and recommend changes as appropriate.
- Assist with CASE intake operations.
- Provides specialized support for the research enterprise within a department or unit, including pre- and/ or post-award administration for all sponsored activity. Serves as liaison between PIs, University administrative offices, and external agencies.
- Ensures service and communication to PIs, standardized information, best practices development, and that all faculty and research staff are aware of any new grant policies and changes.
- Assists in pre-award activities including reading proposal guidelines; collecting, composing, and/or preparing administrative components of proposal submissions; preparing applications, performing funding searches, developing and preparing budgets, and monitoring regulatory compliance requirements.
- Supports the timely and accurate submission of competitive and non-competitive proposals and renewals to University Research Administration. Checks that all applications meet agency and University guidelines, published time tables, and deadlines.
- Assists in post-award activities including account creation, regulatory compliance monitoring, salary allocations and effort reporting, lab order processing, invoice preparation, payment processing, cost center charges, cost transfers, summer salary processing, grant projections, grant closing processes and account closing.
- Perform 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:
Certifications:
-
Preferred Qualifications
Experience:
- Minimum five years of experience working with sponsored research administration in an academic environment.
- Background and experience with National Laboratories strongly preferred.
- Knowledge of Federal Circulars applicable to universities (OMB A-21, A-110, A-133 or the Uniform Guidance) or interpretation of similar regulations.
- Experience with the University of Chicago systems such as AURA, UCPlan, GEMS and Workday.
- Experience in Accounts Payable and Accounts Receivable standards and best practices a plus.
Technical Skills or Knowledge:
- Advanced level proficiency working with Microsoft Office, particularly Excel, and Oracle.
- Experience using Smartsheet, or other project management software.
Preferred Competencies
- Proficient in establishing best practices for data entry, reconciliation, and maintaining data integrity.
- Strong problem-solving skills with the ability to navigate challenges and secure buy-in for solutions.
- Quick thinker with the ability to manage multiple projects and work effectively with students, faculty, staff, and external partners under pressure.
- Excellent communication, organizational skills, and a high degree of initiative, with the ability to work independently and meet deadlines while maintaining confidentiality.
Application Documents
- Resume (required)
- Cover Letter (required)
- References (3)(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
Role Impact
Scheduled Weekly Hours
Drug Test Required
No
Health Screen Required
No
Motor Vehicle Record Inquiry Required
No
Pay Rate Type
FLSA Status
Pay Range
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
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.Salary : $22 - $28
