Financial Coordinator at The University of Chicago in Chicago, Illinois

Job Description:

Department

BFI - Finance



About the Department

Inspired by our namesakes, Nobel Laureates Gary Becker and Milton Friedman, who believed that economic research could help improve the world, the Becker Friedman Institute for Economics (BFI) aims to foster frontier research and apply those findings to achieve global impact. Rooted in core values of service, rigor, and innovation, BFI brings together researchers from the Booth School of Business, the Kenneth C. Griffin Department of Economics, the Harris School of Public Policy, the Law School, and the entire University of Chicago Economics Community to leverage robust data, apply cutting-edge analytical tools, and uncover novel insights on the world's most difficult economic problems. BFI then bridges the divide between academic researchers and relevant policy makers by translating and packaging rigorous research into accessible formats and proactively sharing those findings with decision-makers and thought leaders in business, government and nonprofit institutions. In this way, BFI has the potential to play a significant role in meeting the most difficult challenges facing the global community.



Job Summary

Reporting to the Finance Manager, the Financial Coordinator is responsible for coordinating a range of financial, administrative, and grants-related activities for BFI. This role will serve as a primary point of contact for accounts payable (A/P), procurement, payments, and internal grants coordination. The role ensures compliance with University policies, maintains financial records, and supports budget monitoring and reporting processes. The Financial Coordinator will serve as a key liaison between BFI, vendors, faculty, staff, students, and University offices, ensuring efficient financial operations while supporting grant tracking and related reporting.


This position provides professional support in monitoring the operating and capital budgets for divisions and/or University-wide administrative units. At the instruction of others, performs work that contributes to development of long and short term financial goals, business strategies/plans, and financial forecasts/models for major service programs and initiatives. Utilizes rudimentary knowledge of finance to help coordinate quarterly and year-end reporting for the operating budget.



Responsibilities

• Serves as primary point of contact for processing vendor invoices, non-staff honoraria, fellowships, scholarships, stipends, and student travel reimbursements through Oracle, Concur/GEMS, Service-Now, and Workday.


• Processes corporate card expense reports (GEMS) , staff reimbursements, and travel advances, ensuring compliance with BFI and University policies.


• Maintains and monitors tracking spreadsheets for stipends, travel reimbursements, honoraria, and related payments.


• Coordinates supplier/vendor set-up and manages updates through Service Now.


• Handles payment issues resolution, including check/ACH cancellation and re-issuance requests, and follows-up on outstanding payment issues.


• Submits and maintains records of Office of the Provost approvals for special travel accommodations, such as business-class flights.


• Reviews and reconciles monthly financial transactions, flags inconsistencies, and prepares corrections when necessary.


• Assists Finance Manager and Finance Administrators in monitoring budgets, tracking expenditures, and reconciling accounts.


• Prepares variance reports, supports quarterly and year-end financial reporting processes, and contributes data to budget forecasting activities.


• Maintains organized financial documentation to support audit readiness and financial reviews.


• Supports administration of staff GEMS program, including compliance monitoring and reconciliation reviews.


• Coordinates internal grant fund proposal submissions and award tracking in partnership with the Finance Manager and Director, Research Support Programs.


• Monitors internal grant budgets, processes award payments, and tracks disbursements to ensure compliance with awarded terms.


• Liaise with faculty and staff to gather necessary documentation for grant compliance and reporting.


• Coordinates with the Finance Manager on grant tracking integration with overall BFI financial systems.


• Maintains and updates BFI's Travel Guidelines and Expense Reimbursement Instructions, ensuring annual alignment with University policies.


• Prepares and distributes BFI staff contact lists and other key documents.


• Serves as back-up for Operations Coordinator for shipping and logistical tasks, including creating shipping labels via FedEx, UPS, and eShipGlobal.


• Maintains vendor relationships and manages procurement communications as needed.


• Supports Finance and Operations team during peak periods, including event-related financial processes and high-volume payment periods.


• Helps to prepare monthly reports, conducts and correct errors in accounts using existing procedures that are in place, and provides advice on the financial impact of human resources and academic affairs decisions.


• Works with other administrators on the procurement process, allocates expenditures for authorization, and advises in communications regarding funding agencies, subcontractors, and others at the instruction and direction of others.


• 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

Certifications:




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Preferred Qualifications




Experience:

• Financial administration experience, including accounts payable, procurement, and budgeting in a University setting.


• Familiarity with grant administration and university financial systems.

Technical Skills or Knowledge:

• Stong understanding of accounts payable, budget tracking, and University financial systems such as Oracle, Concur, GEMS, and Workday.


• Administer and monitor internal grant processes, budget allocations, and compliance.


• Advanced in Excel (pivot tables, formulas), and familiarity with University financial systems.

Preferred Competencies

• Analytical and problem-solving skills. Excellent skills in identifying discrepancies, resolving payment issues, and ensuring data integrity.


• Attention to detail; high degree of accuracy in transaction processing and financial tracking.


• Outstanding customer service.


• Strong interpersonal and communication skills for interacting with faculty, staff, students, and vendors.


• Exceptional organizational skills. Prioritize and manage multiple projects and deadlines efficiently.

Application Documents

• Resume/CV (required)


• Cover Letter (preferred)

When applying, the document(s) MUSTbe uploaded via the My Experience page, in the section titled Application Documents of the application.



Job Family

Financial Management



Role Impact

Individual Contributor



Scheduled
Weekly Hours

37.5



Drug Test Required

No



Health Screen Required

No



Motor Vehicle Record Inquiry Required

No



Pay Rate Type

Hourly



FLSA Status

Non-Exempt



Pay Range

$27.69 - $38.46
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 equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, or expression, national or ethnic origin, shared ancestry, 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.


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.


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