Project Specialist, Operations

UL Research Institutes; Chicago (IL); Remote; USD 67,000 - 93,000; Full time

Benefits offered by this job

Bonus eligible

Medical, dental, vision, and life保险

401(k) matching up to 5%

Additional 4% retirement contribution

Flexible working arrangements

Paid time off: vacation, holiday, sick

Job summary

UL Research Institutes is seeking a Project Specialist to support accurate, timely, and compliant financial administration across the organization. The role is remote and focuses on expense processing, vendor onboarding, and financial reporting in Workday.

You will collaborate with leaders and education teams to maintain records, ensure proper documentation, and follow established procedures while upholding UL’s mission and values.

Qualifications

• Bachelor's degree in business administration, finance, accounting, or related field.
• Minimum 4 years in financial administration, bookkeeping, accounts payable, or expense administration.
• Experience with expense reporting, invoice processing, purchase orders, and vendor administration.
• Experience with Workday or similar financial management system.
• Proficient in Microsoft Office and related business applications.

Responsibilities

• Enter and maintain financial data for expenses and invoices in Workday.
• Create purchase orders and manage vendor engagement processes for purchases.
• Set up new vendor records in Workday with complete information.
• Monitor expense tracking and follow up on submissions.
• Prepare and submit leader expense reports with supporting documentation.
• Identify discrepancies in financial reporting and follow up.
• Maintain organized financial records per policies and procedures.
• Collaborate with internal teams and vendors to support financial administration.
• Perform other duties as assigned.

Skills

Attention to detail

Organizational skills

Problem solving

Communication skills

Discretion

Interpersonal skills

Accountability

Adaptability

Education

Bachelor's degree in business administration, finance, accounting, or related field

Tools

Job description

Job Description

We have an exciting opportunity for a Project Specialist at UL Research Institutes. This is a remote Opportunity. The Project Specialist supports accurate, timely, and compliant financial administration across the organization. This role manages expense and invoice processing, purchase order creation, vendor onboarding, expense tracking, and financial reporting through Workday while providing dependable support to managers and the Education Director UL Research Institutes: At UL Research Institutes (ULRI), we expand the boundaries of safety science to create a more secure and sustainable world. For more than a century, we have studied the unintended consequences of innovation, designed solutions to mitigate risk and shared our findings with academia, scientists, manufacturers, and policymakers across industries. We identify critical safety and sustainability issues, asking the tough questions because we believe a safer world begins with knowledge. Build a safer, more secure, and sustainable future with us. Join us and work with our Research Experiences & Education teams who conduct the research required to produce that knowledge and put into practice. IREE: The Institute for Research Experiences & Education advances UL Research Institutes’ public safety mission by bringing ULRI safety science research and UL Standards & Engagement standards to students and educators across the education continuum through open-access platforms and resources shaped by educational research. Embracing a model in which the expertise of educators and researchers inform each other, our institute engages educators and youth in rigorous learning and educational experiences that build awareness, knowledge and skills, and critical thinking so everyone can see themselves as part of the safety sciences.

What you’ll learn and achieve

• Enter and maintain financial information for expense reports and invoices, ensuring transactions are accurately coded, properly documented, and processed in a timely manner.
• Create purchase orders and coordinate required legal and administrative processes to support vendor engagements and business purchases.
• Set up and maintain records for new vendors in Workday, ensuring required information and documentation are complete and accurate.
• Monitor and maintain expense tracking tools, follow up on outstanding submissions, and ensure expense reports are submitted and processed according to established procedures.
• Prepare and submit expense reports on behalf of leaders, ensuring supporting documentation is complete and expenses are accurately recorded.
• Review financial information and identify discrepancies in reporting, timelines, and required documentation, following up as appropriate to support accurate and timely processing.
• Maintain organized financial records and follow applicable organizational policies and procedures related to purchasing, expenses, vendor management, and financial reporting.
• Collaborate and communicate effectively with internal teams, leaders, vendors, and other stakeholders to support accurate and timely financial administration.
• Perform other duties as assigned.

What you’ll experience working at UL Research Institutes

We have pursued our mission of working for a safer, more secure, and sustainable world for nearly 130 years, embedding conscientious stewardship into everything we do. People: Our people make us special. You’ll work with a diverse team of experts respected for their independence and transparency and build a network, because our approach is collaborative. We collaborate across disciplines, organizations, and geographies to build the global scientific response that today’s global challenges require. Interesting work: Every day is different for us here. We see what’s on the horizon and use our expertise to build the foundations of a safer future. You’ll have the opportunity to push the boundaries of human understanding as part of a team working to advance the public good. Grow and achieve: We learn, work, and grow together through targeted development, reward, and recognition programs. Values. Four core values guide our work: collaboration, respect, integrity, and beneficence. By living our values, we inspire the trust essential to fulfilling our mission and foster the partnerships that enable us to pursue a beneficent future in which we all can thrive.

Total Rewards

• All employees at UL Research Institutes are eligible for bonus compensation.
• We offer comprehensive medical, dental, vision, and life insurance plans and a generous 401k matching structure of up to 5% of eligible pay.
• Moreover, we invest an additional 4% into your retirement saving fund after your first year of continuous employment.
• Depending on your role, you may be able to discuss flexible working arrangements with your manager.
• We also provide employees with paid time off, including vacation, holiday, sick, and volunteer days.

What makes you a great fit

• Strong attention to detail with a commitment to accuracy and quality.
• Highly organized and skilled in managing multiple tasks, priorities, and deadlines.
• Effective problem-solving skills with the ability to identify discrepancies and resolve routine issues.
• Excellent written and verbal communication skills.
• Ability to exercise sound judgment and discretion when handling confidential or sensitive information.
• Strong interpersonal and collaboration skills with the ability to work effectively across teams and with internal and external stakeholders.
• Demonstrates accountability and consistent follow-through on assignments and responsibilities.
• Ability to adapt to changing priorities and respond effectively to time-sensitive assignments.

Professional education and experience requirements for the role include

• Bachelor's degree in business administration, finance, accounting, or a related field.
• Minimum 4 years of experience in financial administration, bookkeeping, accounts payable or expense administration.
• Working knowledge of expense reporting, invoice processing, purchase orders, and vendor administration.
• Experience using Workday or a similar financial management system.
• Proficiency with Microsoft Office and other relevant business applications.

About UL Research Institutes and UL Standards & Engagement

UL Research Institutes and UL Standards & Engagement are nonprofit organizations dedicated to advancing safety science research through the discovery and application of scientific knowledge. We conduct rigorous independent research and analyze safety data, convene experts worldwide to address risks, share knowledge through safety education and public outreach initiatives, and develop standards to guide safe commercialization of evolving technologies. We foster communities of safety, from grassroots initiatives for neighborhoods to summits of world leaders. Our organization employs collaborative and scientific approaches with partners and stakeholders to drive innovation and progress toward improving safety, security, and sustainability, ultimately enhancing societal well-being. To learn more, visit our websites UL.org and ULSE.org.

Salary Range: $67,319.32-$92,564.06 Pay Type: Salary