Business Services Specialist - 1024448-6689

at University of Illinois in Urbana, Illinois, United States

Job Description

• Reconcile and communicate monthly CFOP statements to department heads/chair, administrative unit executives and faculty for all university fund types, including state, ICR, self-supporting, grant, and gift funds.
• Responsible for completing monthly, quarterly, and year-end close accounting activities to ensure timely, complete, and accurate financial reporting to unit leadership, staff, and researchers.
• Advise on the use of departmental funds for the following items: P-Card, i-Buy orders, and travel/expense reimbursements.
• Serve as the manager reviewer for unit P-Card and T-Card holders.
• Independently research and resolve problematic purchases, reimbursement, and other transactions. Work with University Payables, Purchasing, or other campus units as necessary to resolve such transactions.
• Maintain daily and monthly financial transaction records for unit accounts. Make recommendation as to necessary updates to unit fiscal records and databases.
• Monitor department internal financial awards, including Scholars Travel Fund, Research Board Funds, and Conference Travel Grants/Awards.
• Coordinate with international speakers, visitors, and payroll to ensure that mandatory forms are complete for honoraria and reimbursement using regulations concerning payments to Foreign National individuals.
• Maintain and monitor contractual billing and payment recording.
• Assist with fiscal year-end duties ensuring timely billing and making sure inventory requirements are fulfilled.
• Prepare journal vouchers for cost transfers, corrections, and billings.
• Complete year-end fact sheets annually for self-supporting accounts.

• Purchase goods and services using iBuy, Banner requisitions, and P-card.
• Prepare and process contracts using Contracts+.
• Process Foreign National Payments.
• Prepare and manage Cash Advances.

• Responsible for completing and submitting Banner CFOPAL maintenance requests.
• 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.
• Assist with developing and maintaining various Standard Operating Procedures for the A&D Business Office.
• Serve as back-up to Assistant Director for Business Services with regards to all functions within the Business Office.
• Attend campus meeting and training as needed to maintain knowledge of policies and systems.
• Train faculty and staff on changes in procedure or as new systems are implemented with regards to travel, reimbursement, and purchases.
• Other duties as assigned.

• 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.

• Experience in Banner, iBuy, Contracts+, Chrome River, My-UI-Financials, Box, Corporate Credit Cards.
• Experience in sponsored project administration at the University of Illinois.

• Proven track record of customer service to diverse clients.
• Results-oriented with strong organizational and time-management skills.
• Demonstrated ability to work autonomously and possess well-developed interpersonal skills, strong oral and written communication skills, and the ability to interact with a broad array of internal and external constituents.
• Knowledge of good grammar, spelling, and punctuation for correspondence and reports.
• Ability to process a high volume of transactions in an accurate and efficient manner with a high level of attention to detail and the ability to concurrently manage multiple complex tasks.