Business Administrator

Business Administrator For University Of Chicago Police Department

The Business Administrator for the University of Chicago Police Department is responsible for managing administrative tasks, financial transactions, and providing support to the leadership team. This role ensures efficient unit functioning by supporting administrative tasks. The Business Administrator reports directly to the Chief of Police and may attend leadership meetings within the Unit. The University of Chicago Police Department operates 24 hours a day, therefore this position will at times work non-traditional hours.

Responsibilities

• Provides administrative support to the Chief and Deputy Chiefs, particularly in scheduling meetings and coordinating activities.
• Ensures effective communication and smooth operation within the Department by managing calendars and appointments.
• Completes and oversees the preparation of the Department's annual report, ensuring accuracy and timely submission.
• Researches and analyzes data to create reports for grants and contracts, facilitating informed decision-making.
• Performs routine and complex assignments in finance, event planning, or support services, contributing to the Department's goals and initiatives.
• Assists in monitoring various expense activities, ensuring compliance with Department and University policies.
• Acts as a liaison to vendors, ensuring services are rendered as per agreements and resolving any related issues.
• Develops and keeps active expense report tracking and identifies areas for cost-saving.
• Processes invoices as needed, including ordering office supplies.
• Provides regular expense reports and updates based on expenses to the leadership team, highlighting key insights and recommendations.
• Provides professional support and solves straightforward problems for a broad range of business operations.
• May develop and implement office procedures in compliance with University policies.
• Responsible for training office staff on office procedures and compliance protocols. Coordinates special projects.
• Assists in the monitoring of the various financial and budgetary activities, including vendors contracts. Preparing and monitoring the budget for a unit.
• Prepare 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.
• Performs other related work as needed.

Minimum Qualifications

Education: Minimum requirements include vocational training, apprenticeships or the equivalent experience in related field (not typically required to have a four-year degree).

Work Experience: Minimum requirements include knowledge and skills developed through 2-5 years of work experience in a related job discipline.

Certifications: ---

Preferred Qualifications

Experience:

• Background working in an administrative role within a police department.

Technical Skills or Knowledge:

• Proficiency in Microsoft Office Suite and financial management software.
• Math skills.

Preferred Competencies

• Maintain strict confidentiality of sensitive information.
• Excellent oral and written communication skills, effectively communicate in writing and orally.
• Excellent organizational skills.
• Work on multiple projects simultaneously, set priorities, and meet short deadlines.
• Manage sensitive issues with tact and diplomacy.
• Attention to detail.
• Develop and manage interpersonal relationships.
• Exercise absolute discretion regarding confidential matters.
• Follow written and/or verbal instructions.
• Handle sensitive matters with tact and discretion.
• Handle stressful situations.
• Learn and develop skills.
• Perform multiple tasks simultaneously.
• Prioritize work and meet deadlines.
• Ability to read.
• Work effectively and collegially with little supervision or as member of a team.
• Work independently.
• Work with frequent interruptions.
• Work with people from diverse cultures and backgrounds.
• Editing and proofreading skills.
• Interpersonal skills.
• Organizational skills.
• Quantitative and analytical skills.
• Time management skills.

Working Conditions

• On-site, non-remote office environment.
• Typical work schedule is Monday through Friday 9am -5pm.
• Candidate should be open to work non-traditional hours as required by the 24-hour operation of the Department.
• Stand for 4 hours or more.
• Sit for 4 hours or more.
• Use computers extensively for 4 hours or more.
• Use standard office equipment.

Application Documents

• Resume/CV (required)
• Cover Letter (preferred)

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