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Executive Administrator

4 months ago

Chicago, United States The University of Chicago Full time

Department

BSD E&E - Department of Ecology and Evolution

About the Department

The Department of Ecology & Evolution comprises a community of faculty members and students researching fundamental questions in ecology and evolutionary biology. Our faculty members conduct research across the globe, studying a variety of organisms, processes, and patterns in nature and the laboratory. Our graduate program is meant to train the next generation of scientists. The Department hosts a vibrant community of scholars and manages the University greenhouses and the Warren Woods field station.

Job Summary

The Executive Administrative serves as the Department of Ecology & Evolution's chief financial officer and chief operating officer and is responsible for leading a complex academic research environment. In this role, the Executive Administrator is responsible for balancing departmental research, educational, and institutional priorities. The Executive Administrator will be a visible, engaged, and communicative leader representing the department, the University of Chicago, and the Biological Sciences Division. This position reports directly to the department Chairman with a matrixed relationship with the Vice Dean of Finance and Administration.

**Responsibilities**:
Strategic Development and Execution:
- Develop, direct, and implement the strategic operating plans for the department ensuring that all relevant information is available to support a collaborative planning process that involves thorough analysis, proposals, and plans for new research and educational programs and the design/implementation of changes to existing programs.

Financial Responsibilities and Oversight:
- Responsible for the departmental budget, capital expenditures, grants, oversight of all aspects of non-research expenditures, managing discretionary funds, endowments/gifts, and accounts for numerous active/emeritus faculty, postdoctoral researchers, and graduate students.

Research Administration Oversight:
- Works closely with faculty and divisional leadership to achieve the overarching strategic objective of supporting and sustaining innovative research, increasing the department’s research portfolio, and focusing on extramurally funded research.- Oversees the extramural funding process (pre-award to post-award) to optimize the potential for grant funding and to ensure all funding awarded is used to the specifications of the funding agency.Human Resources and Academic Affairs:
- Leads and manages all departmental staff establishing synergies and continuous improvement in the support of our faculty’s research and educational missions and the overall administrative program, delivery, and service.- Cultivates a collaborative, inclusive environment that promotes and fosters teamwork, innovation, and problem-solving solving supporting a safe and ethical environment.

Space and Facilities Administration:
- Directs and manages research and administrative space planning for the department.

Risk Management:
- Responsible for recognizing and addressing issues that require immediate legal or risk management input to protect the interest of the university.

Other:
- May oversee the management of informational technology planning, ensuring necessary operating and information systems and resources are in place to accomplish strategic goals. Conceives and directs special projects related to the business of the organizational unit.- Manages space, facilities, and equipment, including renovations, moves, maintenance, and ongoing facilities operations.- 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 7+ years of work experience in a related job discipline.
- Certifications:

- Preferred Qualifications

**Experience**:
- 10+ years of progressively responsible relevant professional experience in financial planning, analysis, forecasting, modeling, management, research, or administration.- Supervisory experience.- Directly related financial and budget development experience in a complex environment.- Experience working in a fiscally responsible, highly regulated business setting that regularly employs benchmarking.- Experience at accomplishing goals within a set timeframe, and within budget.- Track record of success in focusing on strategic objectives and translating the priorities into successful short
- and long-term results for the organization.- Proven track record as a strategic leader with specific experience implementing value-added business initiatives.- Demonstrated progressively responsible experience working directly with faculty within a complex, research-intensive university strongly preferred.

Preferred Competencies- Proven financial management skills, including the ability to analyze data for budgeting, operations, auditing, and accounts receivable