Hiring Department: Art and Art History Admin
Location: Chicago, IL USA
Requisition ID: 1021254
Salary: $70,000.00 annual maximum
Posting Close Date: 10/23/2023
About the University of Illinois Chicago
UIC is among the nation's preeminent urban public research universities, a Carnegie RU/VH research institution, and the largest university in Chicago. UIC serves over 34,000 students, comprising one of the most diverse student bodies in the nation, and is designated as a Minority Serving Institution (MSI), an Asian American and Native American Pacific Islander Serving Institution (AANAPSI) and a Hispanic Serving Institution (HSI). Through its 16 colleges, UIC produces nationally and internationally recognized multidisciplinary academic programs in concert with civic, corporate and community partners worldwide, including a full complement of health sciences colleges. By emphasizing cutting-edge and transformational research along with a commitment to the success of all students, UIC embodies the dynamic, vibrant and engaged urban university. Recent "Best Colleges" rankings published by U.S. News & World Report, found UIC climbed up in its rankings among top public schools in the nation and among all national universities. UIC has nearly 260,000 alumni and is one of the largest employers in the city of Chicago.
Description:
This position coordinates all operational, financial, and human resources functions of the School of Art and Art History. This includes oversight of administrative, financial, and human resources processes; performing data analysis; and interfacing with regulatory agencies to ensure compliance and adherence to university policies and procedures. Responsible for maintaining confidential, sensitive, and complex materials within the School. Performs other related duties and participates in special projects as assigned.
Duties & Responsibilities:
Operations/Program Management
• Oversee day-to-day School administrative activities including development, coordination, and implementation of processes and policies in support of College and University policies.
• Acts as a liaison with faculty, staff, students, alumni, donors, and external partners.
• Participates in long-range planning and goal setting (academic and administrative) in conjunction with the Director.
• Generates routine and ad hoc reports and data analysis; helps manage the School accreditation process and acts as an advisor to the Director.
• Acts as a liaison to the College, campus, and larger university units, and consults with these partners to determine the correct course of action.
• May represent the School of Architecture on various university and campus committees.
Financial/Budget Management
• Review financial records and transactions maintained by Accounting Associate (Financial and Operations Manager).
• Ensures monthly fund reconciliations are completed and corrective entries are processed.
• Makes budgetary recommendations to the Director. Utilize University systems (Chrome River, TEM, BANNER, etc.) as needed.
• Works with the Director to develop the annual School budget, which includes the review of financial reports, expenditure monitoring, and short and long-term budget forecasting.
• Liaison with College staff to coordinate finance activities on the advisement of the director.
• Manages external and internal grants received by the school faculty and the School administration. Prepares financial sections of grant proposals and reports; submits grant proposals, reports, and internal approval requests. Maintains all financial records for grants funds.
Human Resources/Faculty Affairs
• Oversee and assist with School human resources processing and serve as the School's point of contact for all faculty, staff, and student employees.
• Serve as HR liaison with College and/or University staff to coordinate employee hires and personnel/onboarding action on the advisement of the Director.
• Responsible for maintaining employee records and related databases.
• Manage communications regarding annual compliance training; complete personnel/payroll transactions; assist Director with annual salary planner; monitor staff timesheets; process FMLA and other leave of absence; manage annual vacation and sick leave balances review; and other related employee matters.
• Provides oversight of promotion and tenure process, sabbatical requests, faculty committees, faculty development and recognition programs, and faculty annual review reporting.
Minimum Qualifications Required:
CREDENTIALS TO BE VERIFIED BY THE PLACEMENT OFFICER
• Bachelor's degree in business administration, management, or a field related to the position.
• Two (2) years of professional business, financial, and/or managerial work experience.
(NOTE: A Master's Degree in an area consistent with the duties of the position may be substituted for one (1) year (12 months) of work experience.)
• Based on position requirements, additional education, training, and/or work experience in an area of specialization inherent to the position may be required.
Preferred Qualifications:
• Demonstrated experience in higher education, cultural institutions, non-profits, architecture, art history, or design is required.
• Proficiency with Microsoft Office, especially intermediate or advanced levels in using spreadsheets
• Strong oral and written communication skills
• Exceptional organizational skills with the ability to attend to details and ability to multitask in a fast-paced and highly trafficked office, with regular interruptions from students, faculty, and others.
• Exceptional skills in data management and document archiving for School operations.
To Apply: For fullest consideration click on the link below, please fully complete all sections of the online application including adding your full work history with specific details of your duties & responsibilities for each position held. Fully complete the education, licensure, certification, and language sections. You may upload a resume, cover letter, certifications, licensures, transcripts, and diplomas within the application.
Please note that once you have submitted your application you will not be able to make any changes. In order to revise your application you must withdraw and reapply. You will not be able to reapply after the posting close date. Please ensure the application is fully completed and all supporting documents have been uploaded before the posting close date. Illinois Residency requires 180 days of employment.
The University of Illinois System is an equal opportunity employer, including but not limited to disability and/or veteran status, and complies with all applicable state and federal employment mandates. Please visit Required Employment Notices and Posters to view our non-discrimination statement and find additional information about required background checks, sexual harassment/misconduct disclosures, COVID-19 vaccination requirements, and employment eligibility review through E-Verify.
The university provides accommodations to applicants and employees. Request an Accommodation
Link: https://uic.csod.com/ux/ats/careersite/1/home/requisition/6985?c=uic