Position Details
Position Details
| Job Title |
Office Manager |
| Position Number |
8100768 |
| Job Category |
University Staff |
| Job Type |
Full-Time |
| FLSA Status |
Exempt |
| Campus |
Rogers Park-Lake Shore Campus |
| Department Name |
PSYCHOLOGY |
| Location Code |
PSYCHOLOGY (02119A) |
| Is this split and/or fully grant funded? |
No |
| Duties and Responsibilities |
The Grant and Business Administrator in the Department of Psychology reports directly to the Department Chair. The Grant and Business Administrator's duties are divided between Pre-Award and Post-Award Grant Administration along with Budgetary and Financial management for the Department.
- Prepares all departmental purchases and check requisitions.
- Monitors purchase orders.
- Prepares expense reimbursements.
- Prepares procurement card audit reconciliation reports.
- Prepares expense and budget transfers.
- Monitors the Department's overall operating budget vs. actual expenditures.
- Assists the Department Chair in budgeting and monitoring professional development expenditures by Faculty.
- Monitors consumption of Department supplies and determines appropriate charge-back amounts for supplies consumed by Faculty with external Research Grants.
- Prepares Personnel Action Forms as needed.
- Creates new and continuing Position Descriptions for Laboratory Staff Positions.
- Processes all paperwork necessary to hire new Laboratory Staff.
- Supervises Department Office Staff by assigning tasks consistent with the needs of the Department and capabilities of the Staff.
- Prioritizes work and setting task completion deadlines.
- Monitors work progress and evaluating work completed, approving all purchases of Department supplies.
- Reviews and approve Timecards.
- Approves all requests for Vacation and Personal Time Off, and performs additional tasks as directed by the Department Chair.
The Grant and Business Administrator processes, maintains, and documents new Graduate Student Applications for our three Graduate training tracks (Clinical, Developmental, and Social), and organizes Applicant interviews and orientation sessions for new Students.
Pre-Award:
- Oversees preparation and submission of all Grant proposals, working closely with the Investigator and Office of Research Services (ORS) Staff.
- Enters all budgetary and Grant Application information into the electronic proposal submission system used by the ORS.
Post-Award:
- Oversees the disbursement, financial reporting and use for all intramural and extramural funds associated with Accounting Units established in the Department.
- Reviews budget detail on a regular basis and meets with Principal Investigators to outline spending plan for the Grant Research projects.
- Initiates all budget transfers, expense transfers, and salary transfers in accordance with institutional policies and OMB Circular guidelines.
- Prepares and submits additional reports for all non-competitive (progress reports) and competitive renewal applications in collaboration with the PI and SPA personnel.
- Prepares and approves Check Requisitions, Travel Expense Reports, Purchase Requisitions, and detailed Capital budget requests for Grant-related expenses.
- Processes Payroll Action Forms related to Supplemental Salary, Course Buyout, and Grant Effort.
- Monitors and reviews Grant expenditures in the Business Intelligence reporting tool through Grant Accounting Unit summary and detail reports on a monthly basis.
- Provides Principal Investigators with monthly projection reports.
- Provides Department Chair with summary reports.
Non-Grant Budget and Financial Departmental Duties:
- Prepare all Department purchase and Check Requisitions.
- Monitor purchase orders through receipt of ordered material.
- Prepare expense reimbursements.
- Prepare monthly procurement card reconciliation reports.
- Prepare expense and budget transfers.
- Monitor the Department's overall operating budget vs. expenditures.
- Assists the Department Chair in budgeting and monitoring Faculty professional development expenditure.
- Monitor consumption of Department supplies and arrange for appropriate charge-backs to Faculty Research Grants.
- Prepare Personnel Action Forms as needed.
- Create new and continuing Position Descriptions for Staff Positions as needed.
- Process all paperwork necessary to hire new Staff.
- Processes, maintains, and documents new Graduate Student Applications for our three Graduate training tracks (Clinical, Developmental, and Social), and organizes Applicant interviews and orientation sessions for new Students.
Knowledge, Skills, and Ability Requirements:
- Bachelor's Degree in Accounting, Finance, or related field and two to four years of experience with Federal and non-Federal Grant Management. An equivalent combination of education and experience may be considered.
- Must be details-oriented with excellent organizational and Supervisory skills.
- Must be able to communicate effectively with Staff, Faculty, and Students, both orally and in writing.
- Must understand how to work with budgets, and have a general understanding of purchasing. Basic math skills are essential.
- Must be proficient in the use of common office software (including MS Word, MS Excel, MS PowerPoint, MS Outlook, Adobe Acrobat, an internet browser), and be able to learn quickly how to use specialized University systems, procedures, and forms needed for the Job (e.g., for budget reports, Purchase Requisitions, Timecards, and other applications as needed).
|
| Minimum Education and/or Work Experience |
High school Diploma or equivalent required; Bachelor's Degree preferred. Three to five years of relevant experience in an office setting with at least one year of Supervisory experience. |
| Qualifications |
Must be details-oriented with excellent organizational and supervisory skills. Must be able to communicate effectively with staff, faculty, and students, both orally and in writing. Must understand how to work with budgets, and have a general understanding of purchasing. Basic math skills are essential. Previous experience with grant administration is critical. |
| Certificates/Credentials/Licenses |
Bachelor's Degree. Experience managing an office and familiarity with Federal and non-Federal Grant Management is desirable. |
| Computer Skills |
Must be proficient in the use of common office software (including MS Word, MS Excel, MS PowerPoint, MS Outlook, Adobe Acrobat, an internet browser), and be able to learn quickly how to use specialized university systems, procedures, and forms needed for the job (e.g., for budget reports, purchase requisitions, Timecards, and other applications as needed). |
| Supervisory Responsibilities |
No |
| Required operation of university owned vehicles |
No |
| Does this position require direct animal or patient contact? |
No |
| Physical Demands |
Repetitive Motions |
| Working Conditions |
None |
| Open Date |
02/18/2025 |
| Close Date |
|
| Position Maximum Salary or Hourly Rate |
$64,542/ann |
| Position Minimum Salary or Hourly Rate |
$60,000/ann |
| Special Instructions to Applicants |
|
| About Loyola University Chicago |
Founded in 1870, Loyola University Chicago is one of the nation's largest Jesuit, Catholic universities, recognized for its academic excellence, commitment to community engagement, and leadership in sustainability. A Carnegie R1 research institution, Loyola leverages its status as one of an elite group of universities with the highest level of research activity to advance knowledge that serves communities and creates global impact. With
15 schools, colleges, and institutes-including Business, Law, Medicine, Nursing, and Health Sciences-Loyola operates three primary campuses in the greater Chicago area and one in Rome, Italy, that provide students a transformative, globally connected learning experience. Consistently ranked among the nation's top universities by
U.S. News & World Report, Loyola is a
STARS Gold-rated institution that is ranked as one of the country's most sustainable campuses by
The Princeton Review and has earned distinctions from AmeriCorps and the Carnegie Foundation for its longstanding record of service and community engagement. Guided by its Jesuit mission and commitment to caring for the whole person, Loyola educates ethical leaders who think critically, act with purpose, and strive to create a more just and sustainable world.
Loyola University Chicago strives to be an employer of choice by offering its staff and faculty a wide array of affordable, comprehensive, and competitive benefits. To view our benefits in detail,
click here.
Loyola adheres to all applicable federal, state, and/or local civil rights laws and regulations prohibiting discrimination in private institutions of higher education. Please see the University's
Nondiscrimination Policy. |
| Quick Link for Posting |
https://www.careers.luc.edu/postings/31147 |
|
Loyola University Of Chicago
Mar 24, 2025