Business & Finance Specialist

University of Illinois Urbana-Champaign; Urbana (IL); Presencial; USD 55 000 - 75 000; Tempo integral

Resumo da oferta

The University of Illinois Urbana-Champaign's Department of Animal Sciences seeks an experienced administrator to oversee procurement, support financial administration, and serve as the primary contact for appointments and onboarding. You will manage end-to-end purchasing, travel arrangements, and post-award activities, ensuring compliance with university policies.

Additionally, you will handle HR duties related to department appointments, visas for international staff and visitors, onboarding

Qualificações

• Bachelor's degree in business administration, management, or related field.
• Two years of professional business, financial, and/or managerial work experience (Masters substituted for one year).

Responsabilidades

• Oversee end-to-end procurement including POs, p-card, t-card, sole source, contracts, and vendor information.
• Make travel arrangements for faculty and staff and process reimbursements to ensure policy compliance.
• Manage a Post-Award portfolio and liaise with SPA Post-Award Administration for reporting and close-out.
• Assist with departmental fund portfolio management, reporting, and fund transfers via journal vouchers.
• Lead onboarding for appointments, visas for international staff, and training completion tracking.

Conhecimentos

Sponsored research administration

Accounting principles

University policies

Vendor management

Formação académica

Bachelor's degree in business administration, management, or a field related

Ferramentas

Banner

MyResearch Portal

EDDIE

Descrição da oferta de emprego

Department of Animal Sciences WE TRANSFORM LIVES. Everything we do is designed to improve the quality of life of the people in the state of Illinois, across the nation, and around the world. We discover, develop, translate, and disseminate knowledge to address societal concerns and train the next generation of experts and leaders in a way that empowers them to expand the boundaries of science to higher levels of understanding and influence.

Be a part of our story

Job Summary

Oversee procurement, support financial administration, and serve as primary contact for department appointments and onboarding.

Business and Finance: 50%

• Oversee end to end procurement process including purchase orders, p-card, t-card purchases, sole source purchases, solicitations, contracts, change orders, and vendor information utilizing IBuy, Banner, and other OBFS applications. Purchase supplies and equipment on various types of funds according to departmental and university protocols and document receipt upon arrival. Review internal and vendor invoices, statements, transactions, and expenditure documents and records for completeness, accuracy, proper account coding, fund availability and appropriateness, and conformity to policies
• Make travel arrangements for faculty and staff when attending meetings and conferences, including but not limited to flights, hotels, rental vehicles, meeting space reservations, meal arrangements. Also p repare and submit travel and employee reimbursements in Emburse Enterprise to ensure compliance with corporate card and reimbursement policies.Provide detailed expense justifications for all transactions. Remain updated on allowability of expenses and policies on P-Cards & T-Cards.
• Manage a Post-Award portfolio, maintaining files, tracking special conditions, reconciling balances, corresponding with faculty throughout the life of the award on items such as allowable expenses, personnel needs, managing deficits, and providing expenditure projections, expense transfers, subaward invoice processing, liaise with collaborators and other offices, and manage deliverables. Act as a liaison between department and SPA Post-Award Administration staff for various post award issues, required documentation, reporting and close-out activities.
• Assist with the management of departmental fund portfolio, maintain various reports and spreadsheets to manage the funds. Advise principal(s) on allowability of charges on distinct fund types according to department policy or sponsor guidelines.Consistently update principal(s) of portfolio status. Provide detailed transaction, encumbrance, and payroll history on accounts as needed.
• Assist with departmental and vendor billing for service activities.
• Assist in processing fund transfers via journal vouchers and identify necessary labor redistributions.
• Remain current with university and sponsoring agency policies, regulations, and procedures and ensure compliance by attending various meetings and trainings offered by Sponsored Programs and Research Compliance (SPaRC) and the University/campus Office of Business and Financial Services. Maintain active Illinois Certified Research Administration (CRA) designation once certified.

Other Human Resource Duties 25%

• Primary point of contact for all department appointments, Teaching Assistants, fellowships, including but not limited to International Students/ Visiting Scholars.Including entering the appointment requests and/or fellowships into the appropriate systems for processing, as well as communicating expectations to students, faculty, staff, and visitors. This includes onboarding and making sure that all necessary training is set up and completed.
• Lead the departmental visa processes for all international students, faculty, staff, and visitors. This includes F-1, and H1-B, and extensions for J-1 visas.She assists with work authorization documents, and preparing new International Visitors, working with faculty on scope of work, working with the International Student and Scholar Services department on the application filing, and aiding the visitor with their social security number and new hire paperwork upon their arrival. This is not limited to new International Visitors, but also includes International Faculty, students, and Visitors currently working needing extensions, changes in visa status, and keeping an accurate log of who will be arriving/departing and when. Work as a liaison for the department between Human Resources, ISSS, and USCIS as needed.
• Primary contact for onboarding and monitoring training completion for grad students, visitors, fellows, and teaching assistants, as well as other personnel. Act as backup approver for timesheet submissions for hourly staff hired under supported faculty .
• Develop and maintain process documentation, templates, reference materials, training resources, and other tools to manage the various appointments, documentation, and operational efficiency.

Other Support Duties 25%

• Various Support Duties Facilitate packing and shipping of domestic and international shipments. Distribute incoming and outgoing mail, submit maintenance workorders, assist in management of key inventory.
• Assist and coordinate yearly conference/planning for events such as the Dairy Annual Golf Outing, Transition Illinois, Department Spring Award Luncheon, Graduate Student Appreciation Week, and others.Including management of registration lists and fees paid. Update faculty and staff of upcoming events; responsible for gathering pertinent materials and information.
• Prepare correspondence, provide recommendations, and edit event presentation materials for faculty and provide support for teaching preparation, including formatting tests and quizzes, arranging notes, and monitoring attendance records.
• Serve as backup for other departmental business office personnel and assume additional related responsibilities to enhance the mission of the departme nt.

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. (NOTE: A Master’s Degree in an area consistent with the duties of the position may be substituted for one (1) year (12 months) of work experience.)

Preferred Qualifications

• Illinois Certified Research Administrator.
• Experience in higher education administration.
• Experience in administrative support related to research, grants, and/or similar activities.
• Experience using enterprise financial, reporting, and research administration systems, including Banner, myResearch Portal, EDDIE, and agency proposal submission systems, or comparable systems.

Knowledge, Skills and Abilities

• Knowledge of sponsored research administration principles and applicable sponsor, university, and regulatory requirements.
• Knowledge of, or the ability to learn, University policies and procedures.
• Strong background in accounting principles and business practices.
• Knowledge of, or the ability to learn, federal, state and funding agencies policies, procedures, laws, regulations and codes applicable to