Financial and Operations Administrator

Department HUM Staff: Visual Arts - Administration About the Department Focused on making, the Department of Visual Arts is one of the many specialized knowledge communities at the University of Chicago. We aim to stimulate and provoke both graduate and undergraduate students, encouraging the development of independent and challenging thought as expressed and inscribed in the visual arts. We propose that art is inquiry. Our faculty, diverse in pursuits, is critically engaged in dialogue nationally and internationally. Our students benefit from this dialogue and are also encouraged to pursue areas of overlap with the many other disciplines represented at the University, history, art history, science, philosophy, aesthetics, theater, music, and creative writing to name a few. The staff in the Department support the teaching and research initiatives of its faculty and students. Job Summary Candidates must upload a resume and letter of interest to be considered for this full-time, benefits eligible, hybrid position (on campus presence required). The Financial and Operations Administrator provides administrative support across operations, events, finance, and academic activities within the Department of Visual Arts (DoVA). The position plans and executes events, coordinates studio and space logistics, and maintains communications platforms. This position reconciles expenses, oversees procurement, and ensures compliance with University financial policies while supporting faculty with payments and travel logistics. The role also contributes to academic operations by assisting the Associate Director with faculty reviews, searches, and annual reporting processes, as well as supporting MFA admissions and alumni data tracking. Responsibilities Provides administrative and operational support to DoVa leadership, faculty, and students staff to advance the department’s teaching, research, and creative practices. Corresponds with prospective students, answers programmatic related questions, and provides tours of facilities. Manages scheduling and logistics for MFA admissions meetings and faculty meetings, including agenda preparation, communications, and documentation. Plans, coordinates, and executes events, such as orientation, critiques, admissions, faculty meetings, graduation, including scheduling, catering, technology, and facilities in coordination with Logan staff. Facilitates studio assignments for MFA and BA students, including move-in/out logistics and student access to departmental spaces. Maintains internal and public facing departmental communications, including website content, social media, listservs, wiki spaces, and Canvas. Assists with developing and implementing departmental best practices and maintaining office procedure manuals. Manages office supply inventory, key catalog, and equipment maintenance. Tracks and reconciles departmental expenditures and supports financial analysis through reporting tools, ensuring compliance with University policies. Processes all departmental payments, oversees procurement, vendor setup, and Oracle purchasing for office and faculty needs. Supports faculty with research expenses, student hires, and GEMS reports. Manages payments related to faculty searches, seminars, student travel, and MFA studio activities. Assists Associate Director in facilitating faculty reviews and renewals, including committee assignments, reappointments, tenure cases, and searches. Coordinates interviews, travel, and case file preparation for faculty searches. Supports faculty in the annual submission of their annual reports via Interfolio. Assists in the gathering of alumni data for chair’s annual report. Prepares special reports and summaries, assists in managing daily operation of the office, and may assist in developing administrative goals and policies. Coordinates special projects as directed by the leader. Prepares write ups for recommendations for operational and administrative problems. Prepares financial and/or administrative reports. Analyzes program budgets and uses a moderate/high level of authority to recommend or makes budgetary recommendations. Interacts with faculty, researchers and staff for committee work or information. 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 Apply tot his job Apply To this Job