Business Administrator

GENERAL SUMMARY:

The Business Administrator is responsible for administering various business processes. The position monitors data quality, identify issues, develop business process improvement solutions, communicate across departments and teams, and ensure processes and data entered are being administered timely and consistently. This role has (5) areas of responsibility:  Procurement, Payment and Contract process administration, Database process administration, General Accounting Support, Client Service and Front Office administration. This position manages (3) list hosts – Contract, Payment and Accounting help and manages ePayment requests, contract intake requests and IT acquisition processes: end to end order from follow-up on outstanding requests to close-out. The position receives and reviews IT orders via HEAT system, analyzes and inputs them into BUYSITE system. Works with IT department to order, follow-up and close-out IT orders.  Provides general accounting support for cash receipts: cash, check, credit card and wire transfers for incoming receipts to Booth; PayPal reconciliation and month end closing transfers. The position manages database inputs for Contracts, ePayments, IT orders, general accounting, etc., to create and manage various analytical reporting from ACCESS database to maintain contract, purchasing and payment workflow optimization.

PRINCIPAL DUTIES AND RESPONSIBILITIES:

Contract, Procurement, Payment Administration:

• Monitor list host: Contract, Payment, and Accounting Help daily. Respond to supplier issues, review and approve proposed transactions within the processing queue. Run and review weekly report with management for any open requests and resolve.
• Administer incoming contracts via intake portal into the database daily and assign to contract reviewers. Review and identify contract payment terms, (e.g. deposits, percentage completed and residual payments due) and record schedule of payments in the contract database.
• Process and manage the day-to-day operations of the IT purchase request orders (come through HEAT) to create BuySite requisitions. Manage (PO) invoices and perform daily download Onbase e-payment data (non-PO) to Accounting database and review completeness of the data for the payment approver within a procurement framework.  Pay some IT orders through GEMS credit card and reconcile.
• Provide support for acquisition and payment activities by generating standard and custom reports from University systems (Business Objects, Accounts Payable Systems, Buysite and OnBase). Manage on-time and error free payment and PO reconciliation process to oversee the month-end close including the review of outstanding IT orders with Procurement Sourcing Manager.

Database Process Administration:

• Create New Users profile and update status in the database and review.
• Data quality assurance checks to ensure data accuracy with University systems is recorded in accounting database.
• Administer Certificate of Insurance and Theft Insurance Database to generate reports for insurance renewals.

General Accounting Support:

• Manage cash receipt deposits including check, credit card and wire transfers; Manage PayPal reconciliation monthly and month-end closing transactions and billing.
• Administer programs such as the meal voucher program and recharge functions for Wolfgang Puck catering and meal vouchers, UPS, FEDEX and Insurance billing.
• Set up new users to access University financial systems such as InfoView, ACCTS, FAS, OnBase and Business Objects
• Develop Booth users training for accounting systems and work with the Director of Accounting and Budget to develop training materials and provide training.

Client Service and Front Office Administration:

• Develop procedures, establish standards to ensure that the Service Level Agreements (SLAs) are met and customer satisfaction is achieved through feedback and reporting. Responsible for developing logistics to achieve customer satisfaction.
• Administer Booth branded products and stationery program.
• Administer the multi-function device program (user management, billing and training).
• Act as front office administration support for accounting team and perform other office-related duties.

KNOWLEDGE, SKILLS AND EXPERIENCE:

• Bachelor’s degree required; either Business, Supply Chain, Finance, or Accounting preferred.
• A minimum of one to two years of relevant professional experience is required.
• Contract management, contract language precision skills are preferred.
• Knowledge of University Financial Systems like FAS/APS, Business Objects, BuySite, GEMS, ACCTS, Onbase, ePayment is highly desirable.
• Strong planning skills to set up systems, visualize business process mapping, and streamline accounting and finance functions required.
• Accounting terminology and software familiarity; finance workflow solutions preferred.
• Proficiency in the use of Microsoft Office: especially EXCEL and ACCESS, is required. The role will heavily focus on these two applications so proficiency in both is crucial.
• Skills with SQL, Visual Basic or VISIO are preferable.
• Strong spread sheeting and data visualization skills required.
• Proficiency in Database and database reporting is required.
• Proficiency in web-based technology required.
• Extremely detail oriented and dedicated to accuracy and thoroughness required.
• Excellent analytical, organizational, time management and follow up skills required.
• Self-motivation and ability to problem solve required.
• Ability to exercise independent judgment required.
• Ability to produce high quality of work required.

Interested candidates should apply directly to the University of Chicago job board. Only applicants that apply directly to the job board will be considered for the position. If the link does not send you to the job posting please copy and paste into your web browser. Thank you for your interest in The University of Chicago, Booth School of Business!

https://uchicago.wd5.myworkdayjobs.com/External/job/Hyde-Park-Campus/Business-Administrator_JR14525

The University of Chicago is an Affirmative Action/Equal Opportunity/Disabled/Veterans Employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, status as an individual with a disability, protected veteran status, genetic information, or other protected classes under the law. For additional information, please see the University’s Notice of Nondiscrimination. Academic job seekers in need of a reasonable accommodation to complete the application process should call 773-702-5671 or email ACOppAdministrator@uchicago.edu with their request. Staff Job seekers in need of a reasonable accommodation to complete the application process should call 773-834-1841 or email talentacquisition@uchicago.edu with their request.