Reporting to the Director of Administration and Finance, the Fiscal Assistant is responsible for providing fiscal and administrative support for International House including all functions of the budget and finance. Fiscal support includes document preparation and processing, bookkeeping, accounts receivable/accounts payable processing, cash management and support, expense management processing, general office and administrative support, collections assistance, and other tasks and duties as assigned.Â
Bookkeeping and Financial Administration:
Post transactions to relevant information and financial management systems.
Prepare accounting entries for submission to the Comptroller's Office.
Assist with financial administration and reporting as necessary for International House.
Compare individual expenditures to budget as instructed by the Director of Administration and Finance.
Reconcile deposits and nonbanking transactions with financial and information management systems and submit to Director of Administration and Finance for review.
Assist the Director of Administration and Finance in the preparation of monthly and year-end closing process.
Support Alumni Relations and Development activities including entries to Griffin Database.
Coordinate deposits and gift processing with Gift and Record Services.
Ensure delivery of gifts in adherence with University protocol.
Support International House Fellowship Program including quarterly student award payments.
Accounts Receivable/Accounts Payable:
Correspond with vendors, client groups, and departments to ensure proper and timely payment for accounts payable and accounts receivable.
Process incoming payments, purchase orders (PO), authorized invoices, direct payments with proper corresponding account allocation.
Collect and document payment of miscellaneous service and program fees from individuals including students, and other program participants.Â
Communicate with program partners and clients in writing and via phone to request payment of past due accounts.
Track and maintain documentation for payment and collections.Â
Expense Management Processing:
Reconcile purchases and travel expenditures for International House staff in the University expense management system.
Reconcile expenditures related to grants including the International Houses Worldwide Davis Projects for Peace grant program.
Manage cash bank, customer transactions, petty cash reimbursements and deposits.
Prepare report of deposit and deliver unit deposits on a routine and as needed basis.Â
General Office Support:
Includes filing, document delivery on campus, copying, mailing, document research & retrieval, monitoring and ordering office supplies as needed. Â
Maintain non-event staff calendars. Â
Coordination of mail and Library subscriptions in conjunction with the front desk operation.
Other tasks and duties assigned.Â
Identify priorities, multi-task, and meet demanding deadlines required.Â
Recognize and resolve or refer problems in a calm and direct manner required.Â
Keep information confidential required.Â
Communicate with discretion, clarity, tact, and courtesy required.Â
Manage working relationships with one direct supervisor and numerous task/project coordinators required.Â
Work with a large ethnically and culturally diverse population including students and student groups and community representatives.
Energy, creativity, dedication.
Education, Experience, or Certifications:
High school diploma/GED required.Â
Bachelorâ™s degree preferred.Â
At least one year of administrative experience required.Â
Previous experience providing fiscal assistance required. Â
Experience with FAS, ePay, BuySite and GEMS preferred.
Technical Knowledge or Skills:Â
Attention to detail required.Â
Excellent organizational skills required.Â
Outstanding written and verbal communication skills required.Â
Customer service orientation required. Manage interpersonal relationships and interact/communicate with clarity, tact and courtesy with guests, visitors, staff, faculty, students and others
Proficiency and comfort with computers and technology required.Â
The above statements are intended to describe the general nature and level of the work being performed by people assigned to this job. They are not an exhaustive list of all duties and responsibilities associated with it.Â
$17.63 - $25.81
List of ReferencesÂ Â
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.
Staff Job seekers in need of a reasonable accommodation to complete the application process should call 773-702-5800 or submit a request via the Applicant Inquiry Form.
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Internal Number: JR10190
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