Assistant Director of Finance and Grant Management at The University of Chicago

Posted in Other 8 days ago.

Location: Chicago, Illinois

Job Description:


AI Museum Director

About the Department

The Smart Museum of Art at the University of Chicago (, located in one of the nation's greatest cities for art and on the campus of one of the world's leading research universities, opens the world through art and ideas. The Smart Museum is widely known for its ambitious exhibitions and programs; its collaborations with scholars and students, often led by the Feitler Center for Academic Inquiry, have animated its collection both historically and conceptually. The Museum plays a central role in the University's arts initiative, which has brought extraordinary new focus and energy to the arts on campus. At the same time, the Museum collaborates closely with other units on campus as well as institutions and scholars in the city and across the country. Its exhibition projects often arise from partnerships with other institutions and travel nationally and internationally. The Smart Museum is also deeply dedicated to engaging its surrounding communities through Public Practice programming that offers visitors of all ages a transformative experience involving significant and often unexpected examples of artistic expression.

Job Summary

The Assistant Director of Finance and Grants Management facilitates financial planning and management, financial processing and reporting, grants management, and development functions including grant reporting. This position coordinates other organization administrative processes including supply ordering and equipment management. This role manages a broad range of business operations and organizational activities. Develops and implements select office procedures and policies and ensures compliance. Prepares and monitors the budget for a unit.


  • Leads daily financial activities of the museum, monitoring and reconciling accounts, developing budgets with Director, and researching, compiling, and analyzing financial data to create reports, proposals and other financial documents to facilitate strategic decision-making. Researches, compiles and analyzes data to create reports, proposals, and business plans.

  • Monitors budgets and provides Director with regular updates and ensures that spending limits are adhered to and are within budget.

  • Works with budget managers to review monthly financial reporting and cost allocation including monitoring billing and payment follow up, etc.

  • Oversees payment processes including managing vendor relations, updating and disseminating reimbursement guidelines, award and stipend instructions, and sponsor invoices; handles payment processing and deposits for students and honorariums, preparing and approving monthly GEMs reconciliations, etc.

  • Collaborates with the Director in the pursuit of grants and funding proposals.

  • Works closely with Alumni Relations & Development for grants and gifts management, including processing all grants through University grants management system AURA and serving as the primary liaison with University Research Administration. Compiles interim and final financial reports for grants and gifts.

  • Oversees supply ordering for the Museum including office, exhibition and collections management supplies.

  • Works in partnership with UChicago Arts Human Resources Team to support processes related to staff onboarding and offboarding.

  • Works in partnership with ITS and UChicago Arts to coordinate computer and office equipment leases and support.

  • Serves as a member of the Smart Museum staff and assist with various programs and projects.

  • Uses best practices to develop and execute organization's operational and overall strategic plan. Develops and implements relevant policies and procedures and ensures compliance.

  • Plans, develops, analyzes and manages budget, including developing multi-year budget forecasts. May oversee the preparation and management of grant and contract proposals, ensuring compliance with all University, federal and private foundation guidelines and regulations. Develops financial reports and assists with seeking funding for grants.

  • Performs other related work as needed.

Minimum Qualifications


Minimum requirements include a college or university degree in related field.

Work Experience:

Minimum requirements include knowledge and skills developed through 5-7 years of work experience in a related job discipline.



Preferred Qualifications


  • Progressively responsible administrative experience.

  • Previous experience in academic institutions.

Technical Skills or Knowledge:

  • Proficiency in Microsoft Office and computer applications.

Preferred Competencies

  • Self-starter who can operate in a complex administrative environment with limited oversight.

  • Familiarity with general business practices.

  • Commitment to providing a high level of service and working in a team environment.

  • High degree of professionalism and emotional intelligence.

  • Attention to detail.

  • Handle confidential information with utmost discretion.

  • Excellent interpersonal, oral, and written communication skills.

  • Handle multiple tasks simultaneously and under tight deadlines.

  • Strong analytical and organizational skills.

Application Documents

  • Resume/CV (required)

  • Cover Letter (preferred)

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

Job Family

Administration & Management

Role Impact

Individual Contributor

FLSA Status


Pay Frequency


Weekly Hours


Benefits Eligible


Drug Test Required


Health Screen Required


Motor Vehicle Record Inquiry Required


Posting Statement

Employees must comply with the University's COVID-19 vaccination requirements. More information about the requirements can be found on the University of Chicago Vaccination GoForward.

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 Applicant Inquiry Form.

We seek a diverse pool of applicants who wish to join an academic community that places the highest value on rigorous inquiry and encourages a diversity of perspectives, experiences, groups of individuals, and ideas to inform and stimulate intellectual challenge, engagement, and exchange.

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: copies of the Report are available, upon request, from the University of Chicago Police Department, 850 E. 61st Street, Chicago, IL 60637.
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