Manages the $500k portion of the Instituteâ™s budget for fellowship, research, and event grants, including post-grant finances and reporting; ensures expenses made are compliant with grant rules. Stays within budget, monitors, processes, and reconciles the Institute's expenses for the entire $1M budget. Prepares financial reports and summaries to update quarterly and annual budgets; resolves conflicts; manages all components (texts, budgets, and confidential documents) of incoming grant proposals (fellowship, research, and events) by preparingorganizational summaries for the Director and the faculty board members for determination of grants. Requests information in order to prepare administrative reports on all grants and sponsored events in an Annual Report.Â
Manages logistics for most Franke events including internal meetings and special occasional programs, from researching and hiring vendors, to set-up and clean-up, and evaluation.Â Some events may be virtual and/or hybrid, and locations are mostly at the Hyde Park campus but can be at the Downtown campus.Â There are roughly over 50 Franke events each academic year, with some being routine, weekly events.Â Audiences can include faculty members, graduate and undergraduate students, visiting scholars, and donors and alumni of the University.Â
Manages logistics for the Institute's conference room space which can include multimedia, equipment and other needs for the event/space, calendaring including screening for validity of use, oversight of set up and maintenance of the space.Â
Hires and supervises student workers hired for events, financial work, reports, and other duties as assigned.Â Works with other staff who participate in hiring student workers.Â
Provides administrative support to the Director and the Associate Director, including managing information about the Instituteâ™s programs, initiatives, and activities; maintains the Director's calendar, schedules meetings, arranges travel.Â Â Â
Maintains the operations and office administration providing recommendations to both for improvements whether with processes, equipment, or facilities needs.Â Attends periodic training sessions related to the portfolio.Â
Provides professional support as a primary account administrator for account owners in an intensive customer service environment.Â
Analyzes and prepares budgets, creates accounts, and works with the financial accounting system to allocate, authorize, monitor, and control expenses.Â
Performs other related work as needed.
Technical Skills or Knowledge:
Superior computer skills with Apple and Microsoft Office.
Familiarity with or ability/willingness to learn other routine office programs, including networking and videoconferencing platforms.Â Â
Knowledge of University online programs, especially GEMS, ACCTS, BuySite, and Business Objects.
Excellent verbal and written communication skills.
Demonstrated administrative and coordination skills.Â
Work successfully with University faculty, staff, and students.Â
Multitask and manage multiple projects simultaneously.Â
Work under pressure.
Considerable skill in working both independently and as a team member.Â
Outstanding communication and interpersonal skills. Interact effectively with other University staff, University officers, and affiliated vendors.Â
Manage public contacts with courtesy, maturity, and diplomacy.
Manage sensitive and confidential situations with discretion.Â
Coordinate and maintain multiple tasks simultaneously as well as deliver responses and results within established time frames.Â
Exposure to an academically rigorous research university environment.
Reading documents, detailed work, confidentiality, problem solving, language, stress, training, math, reasoning, oral communication, written communication, faculty, student and public contact, multiple concurrent tasks, concentration in moderate to high traffic environment.Â
Standard office environment.
Sit for 2 to 4 hours.
Lift and/or move objects up to 25 lbs.
Walk around campus, work extra hours occasionally, fire safety and evacuation training.Â
Pushing and lifting of chairs and tables to set up conference room, carrying food platters and dishes.Â
Work nontraditional work hours to meet deadlines and to coordinate events.
Letter of Interest in this position (required)
References Contact Information (3)(required)
Response to the following - Briefly describe a complex project you have managed in the past and the strategies and tools you used in this process (required)Â
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