Job Summary
Business Services Specialist provides financial and business administration support to the Business Service Centers. This position requires professional judgement, discretion in performing and coordinating various business functions for the school that support the daily fiscal operations, accounting, budgeting, purchasing and various reporting functions. They will also ensure relevant campus, college, and school policies are applied in all areas of finance.
Duties & Responsibilities
Finance and Business Operations
• Responsible for completing monthly, quarterly, and year-end close accounting activities to ensure timely, complete, and accurate financial reporting to unit leadership, staff, and researchers.
• Process expense reports in Chrome River for University Card transactions individually and as a delegate for others.
• Independently research and resolve problematic purchases, reimbursement, and other transactions. Work with University Payables, Purchasing, or other campus units as necessary to resolve such transactions.
• Maintain daily and monthly financial transaction records for unit accounts. Make recommendation as to necessary updates to unit fiscal records and databases.
• Monitor department and faculty financial awards, including Scholars Travel Fund, Campus Funded Research Awards, and Conference Travel Grants/Awards.
• Coordinate with international speakers, visitors, and payroll to ensure that mandatory forms are complete for honoraria and reimbursement using regulations concerning payments to Foreign National individuals.
• Process student payments as needed including foreign national payments per university policies.
• Assist with fiscal year-end duties ensuring timely billing and making sure inventory requirements are fulfilled.
• Prepare journal vouchers for cost transfers, corrections, and billings.
• Responsible for cash handling procedures. This includes the biennial process audit, cash receipts, and deposits with USFSCO.
• Assist with completing year-end fact sheets annually for self-supporting accounts.
Purchasing
• Responsible for the purchase of goods and services and contracts using iBuy, Contracts+, Banner requisitions, and P-Card.
• Review and confirm that payments to vendors are timely and in accordance with agreements including processing special payment requests and coordinating check pickups as needed.
• Work with units to provide guidance on arranging travel for guest artists and a graduate student to arrange travel, and/or pay for travel with a T-Card or processes artist reimbursements in Chrome River.
Administrative
• Advise faculty, staff, and students on college, departmental and campus business policies and procedures, including procedures for purchasing, submitting expense reimbursements, business travel, and other related activities.
• Attend campus meeting and training as needed to maintain knowledge of policies and systems.
• Train faculty and staff on changes in procedure or as new systems are implemented with regards to travel, reimbursement, and purchases.
• Maintain and monitor contractual billing and payment recording.
• Perform related duties as assigned, and act as a backup for others as needed.
Minimum Qualifications
• Bachelor's degree in business administration, management, or a field related to the position.
• Two (2) years of professional business, financial, and/or managerial work experience.
• Demonstrated experience in Generally Accepted Accounting Principles (GAAP) and/or business practices and procedures.
• Demonstrated experience with Microsoft Office Suite (i.e. Excel, Outlook, and Word)
Preferred Qualifications
• Experience in Banner, iBuy, Contracts+, Chrome River, My-UI-Financials, EDDIE, Box, Corporate Credit Cards.
Knowledge, Skills and Abilities
• Proven track record of customer service to diverse clients.
• Results-oriented with strong organizational and time-management skills.
• Demonstrated ability to work autonomously and possess well-developed interpersonal skills, strong communication skills, and the ability to interact with a broad array of internal and external constituents.
• Knowledge of good grammar, spelling, and punctuation for correspondence and reports.
• Ability to process a high volume of transactions in an accurate and efficient manner with a high level of attention to detail and the ability to concurrently manage multiple complex tasks.
Appointment Information
This is a 100% full-time Civil Service 5010 - Business/Administrative Associate position, appointed on a 12-month basis. The expected start date is as soon as possible after the close of the search. The previously determined salary range for the position is $50,000-$65,000. Final salary offered will be determined by a thorough assessment of available market data, internal salary equity, candidate experience and qualifications, collective bargaining agreements, and budget constraints. Work authorization sponsorship is not available for this position.
For more information on Civil Service classifications, please visit the SUCSS web site at https://www.sucss.illinois.gov/pages/classspec/default.aspx.
Application Procedures & Deadline Information
Applications must be received by 6:00 pm (Central Time) on March 24th, 2025. Apply for this position using the Apply Now button at the top or bottom of this posting. Application materials should include a cover letter, a current resume, and at least three references, including contact information. In order to be considered as a transfer candidate, you must apply for this position. Applications not submitted through https://jobs.illinois.edu will not be considered. If required by the position, transcripts or other documentation of credentials are to be provided no later than the first day of employment. For further information about this specific position, please contact Micki Hallam, HR Coordinator, mhallam@illinois.edu. For questions regarding the application process, please contact 217-333-2137.
The University of Illinois offers a very competitive benefits portfolio, depending on the position. Click for a complete list of Employee Benefits.
The University of Illinois System is an equal opportunity employer, including but not limited to disability and/or veteran status, and complies with all applicable state and federal employment mandates. Please visit Required Employment Notices and Posters to view our non-discrimination statement and find additional information about required background checks, sexual harassment/misconduct disclosures, and employment eligibility review through E-Verify.
Applicants with disabilities are encouraged to apply and may request a reasonable accommodation under the Americans with Disabilities Act (2008) to complete the application and/or interview process. Accommodations may also be requested on the basis of pregnancy, childbirth, and related conditions, or religion. Requests may be submitted through the reasonable accommodations portal, or by contacting the Accessibility & Accommodations Division of the Office for Access and Equity at 217-333-0885, or by emailing accessibility@illinois.edu.
Requisition ID: 1029530
Job Category: Professional and Administrative
Apply at: https://jobs.illinois.edu