Business and Finance Specialist at University of Illinois in Urbana, Illinois

Job Description:

Business and Finance Specialist



Veterinary Medicine Administration


In 2023 Forbes ranked the University of Illinois Urbana-Champaign as #9 among all US public colleges, on the basis of return on investment, student success, student debt, and alumni leadership and influence. Only one other campus featuring a veterinary college ranked above Illinois.



Job Summary

As part of the College of Veterinary Medicine's Administrative Operations team, the Business and Finance Specialist performs and coordinates various business functions for the College, including purchasing goods and services, entering, correcting, and/or revising transaction documents utilizing iBuy, Contracts+, Banner, and other University Systems and Applications and advising faculty, staff, and students on college, departmental and university business policies and procedures, including procedures for purchasing, submitting expense reimbursements, business travel, and other related activities.

Duties & Responsibilities



Business/Administrative Operations



1. Act as a delegate for cardholders (P-Card and T-Card), prepare expense reports, reconcile P-Card and T-Card charges for cardholders within the college, and assist cardholders with preparing expense reports and reconciling transactions according to university policy, procedures, and deadlines.


2. Independently research and resolve problematic purchases, reimbursement, vendor billing and payment, routing vendor invoices, and other transactions.


3. Consult with University Payables, Purchasing and Contract Management, and OBFS units to resolve problems with purchase orders, P-Card transactions, T-Card transactions, and accounts payable, following up as needed to ensure purchasing requests and payments are processed successfully and timely.


4. Along with other members of the Business Services Center, 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.


5. Provide customer service to faculty and staff by answering phone calls, reviewing, and responding to service requests via TeamDynamix (TDX), assisting with UPS and FedEx shipping, and general inquiries.


6. Performs other related office duties as assigned.


Financial Operations



1. Purchase goods and services using iBuy, purchase order requisitions, and the university purchasing (P-Card)


2. Use the university travel card (T-Card) to make travel arrangements and related business purchases for faculty, staff, students, and visitors as necessary.


3. Coordinate and assist with invoice payments, payments to outside organizations, student scholarships and awards, and other payments as necessary through the Departmental Award Web System (DAWS).


4. Serve as backup for processing reimbursements for faculty, staff, students, and visitors in accordance with university policies and procedures.


5. Track receipts required reports, complete payment processing, track standing purchase orders to ensure they reflect realistic dollar amounts for departmental purchasing and budgetary purposes, and track and resolve vendor issues to ensure payment.



Additional Physical Demands

This position involves a wide range of duties, including maintaining confidential files. It is part of a dynamic and collaborative work environment. The workload is fast-paced, with many interruptions from faculty, staff, students, and others. This position impacts operations throughout the College of Veterinary Medicine, affecting faculty members, graduate students, other employees, and visitors. Because of the location within the Veterinary Medicine complex, persons may experience allergy discomfort from animal dander, hay and straw.



Minimum Qualifications



Bachelor's degree in business administration, management, or a field related to the position and two (2) years of professional business, financial, and/or managerial work experience.



Preferred Qualifications



• Proficient in using Banner, iBuy, Chrome River, EDDIE, and Microsoft Office 365 Office Suite.
• Experience with university business and financial policies applicable to the procurement of goods and services, processing of payment for purchase order and non-purchase order invoices, and policies related to the use of the University's Purchasing Card (P-Cards) and the University's Travel Card (T-Card).
• Extensive experience working with researchers, University Payables, Corporate Card Office, and University Purchasing.



Knowledge, Skills and Abilities

• Exceptional customer service skills.
• Exceptional interpersonal skills, including the ability to interact effectively with academic faculty, students, support staff, and visitors.
• Ability to thrive in a team environment and actively contribute to the team's success.
• Ability to handle multiple tasks simultaneously and meet deadlines with accuracy.
• Ability to plan work with changing priorities and work under pressure.
• Ability to understand written material and extract important points.
• Ability to act with initiative, make independent decisions, and prioritize with minimal direct supervision.
• Working knowledge of University of Illinois business policies and procedures.

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 10/4/2024. Salary is commensurate with experience.


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 November 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 Vivian Gray vgray@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. 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: 1027219
Job Category: Professional and Administrative
Apply at: https://jobs.illinois.edu

Apply Now