Business Support Associate at University of Illinois in Urbana, Illinois

Job Description:

Business Support Associate
Department of Agricultural and Consumer Economics

College of Agricultural, Consumer and Environmental Sciences
University of Illinois Urbana-Champaign



Job Summary

Responsible for the implementation, reconciliation, and auditing of business functions and activities for the Department of Agricultural and Consumer Economics (ACE), thus ensuring compliance with department, university, state, and federal policies, procedures, and processes. Utilizes in-depth knowledge and professional judgment for appropriate decision-making, accurate problem resolution, and preparing and processing complex, high-level transactions.



Duties & Responsibilities



Administrative/Business Operations


• 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.


• Responsible for conducting detailed financial reviews and analyses, including statement reconciliation.


• 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.


• Manage the year-end closing/opening procedures.


• Perform various business responsibilities related to department and University audits.


• Manage employee and graduate support funds.


• Handle deposits of checks received by the department.


• Support credit card payment sites through university tools.


• Process EOY administrative fees and self-supporting activities for department.


• Backup other functions as necessary to ensure efficient and effective business operations, including key management, scholarship awards, and limited HR tasks.


Departmental Business Purchasing Management


• Oversee and serve 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 the 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.


• Process needed reimbursements for ACE activities (employees, students, and visitors).


Departmental Business Travel Management


• Backup 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 ensures the accuracy of reimbursement information and documentation to prevent rejection by OBFS.


• Backup other functions as necessary to ensure efficient and effective business operations, including carpool support, shredding bins, and employee travel.



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.

Preferred Qualifications

• Proficiency in various University business applications (e.g., Banner, Chrome River, Contracts+, etc.).


• Experience with financial systems and processing contracts. Experience in higher education.

Knowledge, Skills and Abilities

• Advanced level of knowledge of the business and financial policies and procedures of the State, University, Campus, College, and Department.


• Excellent organizational, interpersonal, written, and verbal communication skills.


• Ability to exercise professional judgment and help ensure the department's compliance with state, university, campus, college, and department policies and procedures, sponsor requirements, and donor intent.


• Proficiency in business software (e.g., Excel, Word, Outlook).

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. The salary range for this position starts at $49,000.


For more information on Civil Service classifications, please visit the SUCSS web site at https://www.sucss.illinois.gov/pages/classspec/default.aspx .


Out-of-state candidates must establish Illinois residency within 180 calendar days of the start date for this position. Illinois residency requires proof of a valid Illinois Driver's License or state of Illinois ID Card. Failure to produce the required documentation within 180 calendar days will result in immediate termination of employment.



Application Procedures & Deadline Information


Applications must be received by 6:00 pm (Central Time) on July 18, 2024. Apply for this position using the Apply Now button at the top or bottom of this posting. 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 Jen Frank at jenfrank@illinois.edu. For questions regarding the application process, please contact 217-333-2137.

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. 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: 1025475
Job Category: Administrative
Apply at: https://jobs.illinois.edu


Apply Now