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University of Illinois Business and Finance Specialist-Mechanical Science and Engineering (143850) - 143850 in Champaign, Illinois

This job was posted by https://illinoisjoblink.illinois.gov : For more information, please see: https://illinoisjoblink.illinois.gov/ada/r/jobs/8103267 Job Details

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Description:

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nBusiness and Finance Specialist

Department of Mechanical Science and Engineering

The Grainger College of Engineering

University of Illinois Urbana-Champaign n

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The Department of Mechanical Science and Engineering consistently ranked in the top 6 programs in the nation is seeking qualified candidates for the full-time position of Business and Finance Specialist. The MechSE business office provides support for faculty, staff, and students.

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The Business and Financial Specialist will independently perform professional level duties including analyzing, documenting, and monitoring relevant business transactions, including, procurement/travel card, travel management processes and special projects as necessary.

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The University of Illinois is an Equal Opportunity, Affirmative Action employer that recruits and hires qualified candidates without regard to race, color, religion, sex, sexual orientation, gender identity, age, national origin, disability or veteran status. For more information, visit http://go.illinois.edu/EEO.

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nMajor Duties and Responsibilities: n

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n Financial Operations n

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+ Provide information and consultation services to faculty, staff and students regarding State of Illinois, University, campus and departmental procedures for travel and other reimbursements. Process reimbursements for faculty, staff, students, and visitors in accordance with policies and procedure. Make travel arrangements for faculty, staff, students and visitors as necessary using the Tcard as appropriate.

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+ Responsible for completing monthly, quarterly, and year-end close accounting activities to ensure timely, complete and accurate financial reporting to departmental management, staff, and faculty researchers.

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+ Process student scholarships and awards, REU and RET stipends and other payments as necessary through the Departmental Award Web System (DAWS). Process reimbursements and stipend payments to Foreign Nationals as necessary and in accordance with University policies and procedures.

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+ Independently research and resolve problematic purchase, reimbursement, foreign national and other transactions. Work with contacts in University Payables, Purchasing, or other administrative units as necessary to resolve such transactions.

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+ Oversee the MechSE service center accounts, process the month-end billing of MechSE services, including cleanroom, machine shop, rapid prototyping lab, and testing lab, completing the necessary journal entries and/or feeders. Maintain MechSE rate information in the rate database for campus. Complete other Business Office projects as necessary.

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+ Design and run complex queries in the data warehouse and prepare various standard and ad hoc financial reports for department administration, GCO, and/or faculty and principal investigators.

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+ Process contracts needed for sole sources and professional and artistic agreements.

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+ Process purchases via iBuy, Pcard, and Banner purchase orders.


nAdministrative Operations n

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+ Train new faculty, staff, and students on departmental, campus, and University business policies and procedures, including procedures for purchasing supplies, submitting reimbursements, business travel, and other related activities.

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+ Serve as primary backup to the Senior Business and Financial Coordinator as required? including P-card reconciler for department P-card holders and back up approver, iBuy orders, employee reimbursements and/or T-card transactions using TEM

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+ Help develop and implement departmental policies and procedures to streamline operations when change is implemented university- ide.

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+ Provide administrative support for the various departmental events such as awards banquets, investitures, and other events as necessary, working in coordination with Undergraduate Programs, Graduate Programs, Advancement, Department Head and other offices. This includes, obtaining prices and initiating procurement with vendors, and designing and implementing organizational methods to monitor arrangements.

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+ Works independently to advise unit heads, administrative staff and faculty on accounting-related university policies and procedures, and account balances.

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+ Remain current with UI-OBFS policy and procedural changes.

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+ Supervise business office staff, providing guidance and solutions for more complicated financial processes.


nGifts and Endowments n

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+ Process corporate unrestricted gifts, faculty research gifts, and endowments through the University Foundation, receive and process subsequent funds.


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+ Prepare gift transmittal forms for gift fund with existing accounts, create new account and gift fund request for new funds.

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+ Process the ME 470 course agreements and sponsorship agreements with contract service and the ME 470 Coordinator.

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+ Follow departmental procedures to establish the new account, notifying appropriate business office staff and adding the CFOP information to the department chart of accounts and TEM.

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+ Assume additional appropriate dutie

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