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Hybrid Senior Financial and Administrative Assistant, EALC and Linguistics

UChicago · Chicago, IL, Vereinigte Staaten Von Amerika · Hybrid

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  • Bureau à Chicago, IL
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Department

HUM Staff: Div Admin HR Human Resources


About the Department

The Department of East Asian Languages and Civilizations (EALC) is at the forefront of innovative humanistic approaches to the study of China, Japan, and Korea, past and present. Faculty specializations range from ancient paleography to contemporary cinema but interdisciplinary and interregional paths of inquiry are strongly encouraged. Founded in the mid-1930s, the Department of Linguistics is the oldest linguistics department in the United States. One of the outstanding characteristics of this department is the commitment to a wide range of approaches to the study of language. Faculty are involved in synchronic and diachronic research on languages from around the world.


Job Information

Job Summary:

The Senior Financial and Administrative Assistant supports the East Asian Languages and Civilizations (EALC) and Linguistics departments by managing a broad range of financial, administrative, and coordination functions. Key responsibilities include processing reimbursements and payments, maintaining records and directories, assisting with event logistics, and supporting academic and student activities.

Candidates must upload a resume and letter of interest to be considered for this position. When applying, the documents MUST be uploaded via the My Experience page in the section titled, Resume/CV of the application.

Responsibilities:

  • Processes a high volume of financial transactions for the departments, including reimbursements and payments for academics, visiting faculty, students, vendors, grants, GEMS activities, departmental awards, student stipends, honorariums, and event-related expenses.
  • Keeps careful record of financial purchases, account balances, and spending via a tracking spreadsheet; provides balance updates to department administrators.
  • Troubleshoots and reconciles financial transaction concerns; elevates issues as needed.
  • Stays current on financial systems, policies, and processes through regular trainings and adoption of best practices.
  • Manages daily office operations: sorts mail, greets visitors, maintains office equipment, orders supplies, and manages office supply inventory.
  • Maintains and updates calendars for department-controlled rooms, coordinating use for classes, workshops, and events.
  • Updates and maintains departmental directories, listservs, websites, wikis, and internal documents using platforms such as Word, Excel, PowerPoint, LiveWhale, etc.
  • Produces departmental materials, including promotional literature, posters, logos, and event signage using existing templates.
  • Meets regularly with EALC and Linguistics department administrators to discuss workload and priorities. Attends trainings to stay informed of university and divisional guidelines.
  • Coordinates with academics to gather course requests for standard courses, ensures compliance with Registrar and department standards, proofreads submissions, and assists with College Catalog updates.
  • Communicates with students and faculty regarding internal departmental awards: distributes calls, collects submissions, organizes materials for committee review, and communicates outcomes.
  • Provides clerical support for academic appointments and grade submissions.
  • Assists with coordinating departmental events in consultation with the Department Chair, Administrator, and student workers.
  • Assists with event logistics, including booking travel, coordinating catering, setting up and breaking down rooms, and liaising with students and partner institutions. May attend occasional evening events.
  • Performs other duties as assigned.

Competencies:

  • Attention to detail.
  • Work collaboratively in a team enviornment supporting multiple departments.
  • Troubleshoot and resolve issues.
  • Flexible to adapt to changing priorities and demands in a dynamic environment.

Additional Responsibilities

Education, Experience or Certifications:

Education:

  • Bachelor’s degree required.

Experience:

  • At least two years of progressively responsible administrative experience required.
  • 2+ years providing administrative and financial support, preferably in an academic/higher ed setting.

​

Technical Knowledge or Skills:

  • Financial processing.
  • Office coordination.
  • Event planning.

Required Documents:

  • Resume/CV
  • Cover Letter


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


Benefit Eligibility​

Yes

The University of Chicago offers a wide range of benefits programs and resources for eligible employees, including health, retirement, and paid time off.


Pay Rate Type

Hourly


Pay Range

$21.58 - $31.60

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.


Scheduled Weekly Hours

37.5


Union

024- Local 743, I.B.T. Clerical


Job is Exempt

No


Drug Test Required

No


Health Screen Required

No


Motor Vehicle Record Inquiry Required

No


Posting Date

2025-05-23


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.