Financial Coordinator

Department

BFI - Finance

About the Department

Inspired by our namesakes, Nobel Laureates Gary Becker and Milton Friedman, who believed that economic research could help improve the world, the Becker Friedman Institute for Economics (BFI) aims to foster frontier research and apply those findings to achieve global impact. Rooted in core values of service, rigor, and innovation, BFI brings together researchers from the Booth School of Business, the Kenneth C. Griffin Department of Economics, the Harris School of Public Policy, the Law School, and the entire University of Chicago Economics Community to leverage robust data, apply cutting-edge analytical tools, and uncover novel insights on the world’s most difficult economic problems. BFI then bridges the divide between academic researchers and relevant policy makers by translating and packaging rigorous research into accessible formats and proactively sharing those findings with decision-makers and thought leaders in business, government and nonprofit institutions. In this way, BFI has the potential to play a significant role in meeting the most difficult challenges facing the global community.

Job Summary

Reporting to the Finance Manager, the Financial Coordinator is responsible for coordinating a range of financial, administrative, and grants-related activities for BFI. This role will serve as a primary point of contact for accounts payable (A/P), procurement, payments, and internal grants coordination. The role ensures compliance with University policies, maintains financial records, and supports budget monitoring and reporting processes. The Financial Coordinator will serve as a key liaison between BFI, vendors, faculty, staff, students, and University offices, ensuring efficient financial operations while supporting grant tracking and related reporting.

This position provides professional support in monitoring the operating and capital budgets for divisions and/or University-wide administrative units. At the instruction of others, performs work that contributes to development of long and short term financial goals, business strategies/plans, and financial forecasts/models for major service programs and initiatives. Utilizes rudimentary knowledge of finance to help coordinate quarterly and year-end reporting for the operating budget.

Responsibilities

• Serves as primary point of contact for processing vendor invoices, non-staff honoraria, fellowships, scholarships, stipends, and student travel reimbursements through Oracle, Concur/GEMS, Service-Now, and Workday.
• Processes corporate card expense reports (GEMS) , staff reimbursements, and travel advances, ensuring compliance with BFI and University policies.
• Maintains and monitors tracking spreadsheets for stipends, travel reimbursements, honoraria, and related payments.
• Coordinates supplier/vendor set-up and manages updates through Service Now.
• Handles payment issues resolution, including check/ACH cancellation and re-issuance requests, and follows-up on outstanding payment issues.
• Submits and maintains records of Office of the Provost approvals for special travel accommodations, such as business-class flights.
• Reviews and reconciles monthly financial transactions, flags inconsistencies, and prepares corrections when necessary.
• Assists Finance Manager and Finance Administrators in monitoring budgets, tracking expenditures, and reconciling accounts.
• Prepares variance reports, supports quarterly and year-end financial reporting processes, and contributes data to budget forecasting activities.
• Maintains organized financial documentation to support audit readiness and financial reviews.
• Supports administration of staff GEMS program, including compliance monitoring and reconciliation reviews.
• Coordinates internal grant fund proposal submissions and award tracking in partnership with the Finance Manager and Director, Research Support Programs.
• Monitors internal grant budgets, processes award payments, and tracks disbursements to ensure compliance with awarded terms.
• Liaise with faculty and staff to gather necessary documentation for grant compliance and reporting.
• Coordinates with the Finance Manager on grant tracking integration with overall BFI financial systems.
• Maintains and updates BFI’s Travel Guidelines and Expense Reimbursement Instructions, ensuring annual alignment with University policies.
• Prepares and distributes BFI staff contact lists and other key documents.
• Serves as back-up for Operations Coordinator for shipping and logistical tasks, including creating shipping labels via FedEx, UPS, and eShipGlobal.
• Maintains vendor relationships and manages procurement communications as needed.
• Supports Finance and Operations team during peak periods, in