Assistant Director of Business Services- English

Laseagrant; Urbana (IL); Hybrid; USD 82,000 - 95,000; Full time

Job summary

The University of Illinois at Urbana-Champaign’s Department of English seeks an Assistant Director of Business Services to oversee financial and business operations. You will partner with the Executive Officer to develop annual budgets, provide financial reporting, ensure policy compliance, manage funds, and supervise staff.

A Bachelor's degree in business or related field with five years of professional experience is required; a graduate degree and higher-education experience are preferred.

Qualifications

• Bachelor's degree in business administration, management, or a field related to the position.
• Five (5) years of professional business, financial, and/or managerial work experience.
• Demonstrated experience in financial reporting and budgeting.

Responsibilities

• Serve as primary contact for business service operations for the English department.
• Develop and maintain annual operating budgets and spending plans with executive leadership.
• Provide regular financial reporting and updates on fiscal planning to program leaders.
• Review and implement policies and procedures in line with campus policies.
• Oversee procurement, payroll reimbursements, and accounting adjustments.
• Maintain secure and confidential record-keeping compliant with university policies.

Skills

Strong communication

Financial reporting

Budgeting

Integrity

Education

Bachelor's degree in business administration

Graduate degree in business administration

Tools

Banner Finance

MyUi Financials

Job description

Assistant Director of Business Services - English

University of Illinois at Urbana-Champaign

The Department of English is searching for an Assistant Director of Business Services to provide oversight and direction of financial and business services.

Duties & Responsibilities

Business Services Leadership

• Primary contact and advisor for business service operations for Department of English. Work directly with the Executive Officer to develop and maintain annual operating budgets and spending plans.
• Meet regularly with Executive Officer and English program leaders to provide relevant financial reporting and updates on fiscal planning.
• Create and implement policies and procedures in line with campus and college policies.
• Serve as Department Card Manager. Ensure cardholder compliance with corporate card policies.
• Approve financial transactions for employee reimbursements, vendor and other payments, purchasing requisitions, and accounting adjustment transactions (i.e. journal vouchers, budget adjustments, etc.). Review position requests in my.ATLAS for budgetary implications and accurate CFOPs.
• Main facilities contact for the department. Advise executive officer on department needs. Assess and remedy issues relating to maintenance, security, remodeling and networking. Work with LAS Facilities team on renovation projects. Implements space accommodation requests as needed.
• Assess new equipment needs/requests and replacement of existing equipment for offices, labs, and technology-equipped classrooms. Evaluate options for acquisition and made decisions for purchase, rental or lease. Unit approver for Fabweb and biennial inventory.
• Dept USC and pinnacle contact.
• Develop and implement best business practices to maintain strong internal process controls. Complete annual FCIAA surveys.
• Establish and maintain a secure, confidential record-keeping system. Ensure all records comply with university retention and privacy policies.

Financial Management and Budgeting

• Manage all CFOPs and fund types, including state, institutional, self-supporting, gift funds, as well as grant funds from government and outside agencies. Monitor financial activity on all CFOPs, including revenue and transfers, spending, and manage cash balances. Understand and communicate university policy regarding the use of each fund type.
• Manage, review, and advise unit heads on best use of gift funds based on balances, income, and donor intent. Coordinate with LAS Advancement to review all donor funds and spending.
• Track multi-year funding commitments made to and by the department. Oversee request of commitment transfers and process outgoing commitment transfers.
• Prepare and distribute monthly financial statements on individual discretionary.
• Analyze the department’s financial position. Advise executive officer on funds available for strategic initiatives.
• Generate regular financial reporting for Executive Officer and English program leaders. Review statements to ensure accuracy of fiscal data. Consult with units to ensure clear understanding of their financial positions.

Personnel Management

• Supervise business and graduate office staff. Delegate and assign operational work; manage employee performance, leave, and professional development.
• Maintain and analyze data on internal staffing. Assist executive officer in planning and creation of organizational structures and staff policies.
• Departmental contact with LAS HR Service Center for processing, working with LAS Service Center on all appointments, waivers, visas, separation paperwork, and other HR issues. Back-up timesheet approver for department.

Required Qualifications

• Bachelor's degree in business administration, management, or a field related to the position.
• Five (5) years of professional business, financial, and/or managerial work experience.
• Demonstrated experience in financial reporting and budgeting.

Preferred Qualifications

• Graduate degree in business administration or related field.
• Three (3) years of professional business, financial, and/or managerial work experience in a higher education setting.
• Demonstrated supervisory experience

• Knowledge of the University financial and personnel policies and procedures as listed in the Campus Administrative Manual, the OBFS Policies and Procedures Manual, and Staff Policy and Rules.
• Knowledge of Banner finance module, as well as My-Ui- Financials, Banner Feeder File processes, EDDIE, and other UI EDW data retrieval tools.
• University Business Administrator Path certification.
• Illini Certified Research Administrator.
• Skilled with common computer applications, including spreadsheets, word processing, email, and calendars.
• Strong interpersonal and communication skills and the ability to explain and clarify ambiguous or complex policies and procedures.
• Ability to work harmoniously with faculty, staff, and students from a wide variety of disciplines.
• Ability to manage and prioritize multiple demands on their time.
• Must be diplomatic, highly ethical and have strong integrity.
• Must work within both the spirit and the letter of University 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 the deadline date. The budgeted salary range for the position is $82,000 to $95,000. This position is not eligible for any type of sponsorship work authorization. Hybrid work options may be available for this position, with the ability to be on-site as needed per the University’s Workplace Flexibility policy.

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

Artificial Intelligence (AI) tools may be used in some portions of the candidate review process for this position; however, all employment decisions will be made by a person.

This position is intended to be eligible for benefits . This includes Health, Dental, Vision, Life Insurance, a Retirement Plan, Paid time Off, and Tuition waivers for employees and dependents.

The University of Illinois must also comply with applicable federal export control laws and regulations and, as such, reserves the right to employ restricted party screening procedures for applicants.

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 accommodation portal , or by contacting the Office for Access & Equity at 217-333-0885, option #1, or [e-mail].