Primary Function: Responsible for the effective management, coordination and/or implementation of business functions and activities for the Department of Agricultural and Consumer Economics (ACE) and ensuring compliance with department, university, state, and federal policies, procedures and processes. Position requires utilizing an in-depth knowledge and professional judgement for appropriate decision-making, accurate problem resolution, and preparing and processing complex, high-level transactions.
Major Duties and Responsibilities:
30% - Administrative/Business Operations
- Serve as Assistant Department Head’s delegate for fiscal operations, including decision-making and approval of various business matters, liaising between faculty and staff and various OBFS units, maintaining an awareness of potential compliance issues, and attending department meetings as requested.
- Evaluate, develop, implement, interpret, and/or communicate department, college and campus business policies, procedures and processes. Develop and maintain procedural manuals and materials. Educate and train department staff on business functions and activities.
- Conduct detailed financial reviews and analysis; responsible for preparing various comprehensive reports for administration. Coordinate with University Accounting and Financial Reporting to submit and monitor requests for new fund/program codes, and closure of existing fund/program codes as needed.
- Prepare and submit annual Fact Sheets.
- Serve as the primary USC for the department.
- Assist with year-end closing/opening procedures.
- Perform various responsibilities related to department and external audits.
- Backup other functions as necessary to ensure efficient and effective business operations, including HR.
30% - Departmental Business Travel Management
- Oversee and serves as the primary contact/subject-matter expert for all aspects of travel, which involves significant foreign travel to countries with cash-based economies.
- Oversee and advise on the travel approval process, visas, iTravel/travel booking, TEM purchases/approvals, expense report creation, travel advances, travel reimbursements, etc. Resolves discrepancies and ensure accuracy of reimbursement information and documentation to prevent rejection by OBFS.
- Research, examine and advise on details related to aspects of travel appropriateness.
- Interpret and communicate business travel policies and procedures to department head, faculty, staff and students; evaluate and develop department processes to assure compliance with state, federal and University rules and regulations.
- Monitors and provide support of travel for smaller units within the department for grant and/or program needs.
- Serve as primary contact for the resolution of travel issues, particularly those relating to foreign travel and after hours as required. Advise and analyze expenditures to create an overall review of the travel for the Department of ACE.
- Maintain records of departmental student travel to meet the department’s federal Clery responsibilities.
30% - Departmental Business Purchasing Management
- Oversee and serves as the primary contact/subject-matter expert for purchasing activities, processes and procedures. Research and analyze business purchasing, providing guidance and making purchasing recommendations for the department head, faculty, staff and students.
- Perform purchasing functions for the Department utilizing various mechanisms including Banner requisitions, P-Card, T-Card, iBuy and contracts (significant payments to foreign vendors located in countries with cash-based economies required).
- Process journal vouchers in Banner as appropriate.
- Interpret and communicate standard purchasing policies and procedures to department head, faculty, staff and students; evaluate and develop department processes to assure compliance with state, federal and University rules and regulations.
- Serve as P-card reconciler and Ibuy approver for department staff as required.
10% - Asset Management
- Oversee fixed asset management (biannual inventory) activities, including completing the biennial report, and serving as a backup Pinnacle Manager (phone systems) and Archibus manager.
- Coordinate with F&S to schedule all needed maintenance, construction, and tasks, to facilitate the delivery of new equipment and the renovation and alterations to existing facilities.
- Serve as the floor coordinator and advisory to the department for BEAP related items.
Position Requirements and Qualifications:
Required: Bachelor's degree in business administration, management or a field related to position.
Required: Two (2) years of professional-level accounting, managerial and/or business experience, including one year at an administrative level
Preferred: Experience with foreign travel and working with foreign nationals. Three years of finance experience. Proficient in the use of position-related software (e.g. Excel, Word, Outlook) and various University business applications (e.g. Banner, the Travel and Expense Management System, the P-Card system, etc.). Experience with purchasing and with processing University of Illinois contracts.
Knowledge, Skills, and Abilities:
The person in this position should have an advanced level of knowledge of the business and financial policies and procedures of the State (especially regarding procurement), University, Campus, College, and Department. Excellent organizational, interpersonal, written and verbal communication skills. The ability to exercise professional judgment and to help ensure the Department's compliance with State, University, Campus, College, and Department policies and procedures, sponsor requirements, and donor intent.
SALARY AND APPOINTMENT INFORMATION:
This Civil Service Business Specialist position is a 100% position that is appointed on a 12-month service basis.
The expected start date is as soon as possible after November 30, 2020. Salary is commensurate with experience.
Applications must be received by November 5, 2020. Apply for this position using the “Apply for Position” button below. If you have not applied before, you must create your candidate profile at https://jobs.illinois.edu/academic-job-board/job-details?jobID=135130. If you already have a profile, you will be redirected to that existing profile via email notification.
To complete the application process:
Step 1) Submit the Staff Vacancy Application.
Step 2) Submit the Voluntary Self-Identification of Disability forms.
Step 3) Upload the following documents:
- cover letter
- resume (months and years of employment must be included)
- academic credentials (unofficial transcripts or copy of diploma may be acceptable) for all degrees attained
- names/contact information for three references
In order to be considered as a transfer candidate, you must apply for this position using the “Apply for Position” button below. Applications not submitted through this website will not be considered. For further information about this specific position, contact Donna Stites at email@example.com or at 217-333-8807. For questions about the application process, please contact 217-333-2137.
The University of Illinois conducts criminal background checks on all job candidates upon acceptance of a contingent offer.
The University of Illinois System requires candidates selected for hire to disclose any documented finding of sexual misconduct or sexual harassment and to authorize inquiries to current and former employers regarding findings of sexual misconduct or sexual harassment. For more information, visit Policy on Consideration of Sexual Misconduct in Prior Employment