Primary Position Function/Summary: Independently perform professional level duties including analyzing, documenting, and monitoring relevant business transactions , including, procurement/travel card, travel management processes and special st projects as necessary.

Major Duties and Responsibilities:

Financial Operations

  • 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. Make car pool and other reservations as appropriate.
  • 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.
  • 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.
  • 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.
  • 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. Complete other Business Off ce projects as necessary.
  • 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.
  • Process contracts needed for sole sources and professional and artistic agreements.
  • Process purchases via iBuy, Peard, and Banner purchase orders.


Administrative Operations

  • 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.
  • Serve as pr mary backup to 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
  • Develop and implement departmental policies and producers to streamline operations when change is implemented university-wide.
  • Provide administrative support for the various departmental events such as awards banquets, named lectures, investitures, and other events as necessary, working in coordination with Undergraduate Programs, Graduate Programs, Advancement, Department Head and other offices. This includes composing necessary correspondence for events, obtaining prices and initiating procurement with vendors, arranging and confirming schedules, designing and implementing organizational methods to monitor arrangements, creating and maintaining contact databases for events and arranging visitor travel arrangements.
  • Works independently to adv se unit heads, administrative staff and faculty on accounting-related university policies and procedures, and account balances.
  • Remain current with UI-OBFS policy and procedural changes.
  • Supervise business office staff, providing guidance and solutions for more complicated financial processes. Gifts and endowments-10%
  • Process corporate unrestricted gifts, faculty research gifts, and endowments through the University Foundation, receive and process subsequent funds.
  • Prepare gift transmittal forms for gift fund with existing accounts, create new account and gift fund request for new funds.
  • 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.
  • Process the ME 470 course agreements and sponsorship agreements with contract service and the ME 470 Coordinator.

Other duties

  • Assume additional appropriate duties to further the mission of the Department.

Position Requirements and Qualifications:


Required: Bachelor's degree in business administration, management or a field related to position.


Required: (Specialty Factor) Two (2) years of professional-level accounting, managerial and/or business experience , including one year at an administrative level. Experience with BANNER, iBuy, TEM, Peard, EDDIE and Microsoft Office Su le.

Preferred: Supervisory experience preferred.

Training, Licenses or Certifications:



Knowledge, Skills, and Abilities:

Demonstrated knowledge of OBFS policy and procedures. A thorough understating of University of Illinois administrative operations, policies, and procedures.  Decision making ability and resourcefulness. Ability to work effectively with the staff and public. Strong customer service skills. Knowledge of management principle, practices, methods, and techniques. Ability to handle multiple tasks simultaneously and meet deadlines with accuracy. Experience acquired in a higher education environment, preferably the University of Illinois.


Salary and Appointment Information

This is a full-time Civil Service Business/Administrative Associate position appointed on a 12-month service basis.  The expected start date is as soon as possible after March 1, 2020.  Salary is commensurate with experience. 



Applications must be received by February 28, 2020. Apply for this position by going to http://jobs.illinois.edu.  If you have not applied before, you must create your candidate profile at http://jobs.illinois.edu.  If you already have a profile, you will be redirected to that existing profile via email notification.  To complete the application process:

Step 1) Submit the Staff Vacancy Application.

Step 2) Submit the Voluntary Self-Identification of Disability forms.

Step 3) Upload your cover letter, resume (months and years of employment must be included), academic credentials (unofficial transcripts or diploma may be acceptable) and names/contact information for three references. 


In order to be considered as a transfer candidate, you must apply for this position by going to http://jobs.illinois.edu. Applications not submitted through this website will not be considered. For further information about this specific position, contact Hannah Dorsey, at hdorsey@illinois.edu, or 217-333-4978.


The University of Illinois conducts criminal background checks on all job candidates upon acceptance of a contingent offer.  As a qualifying federal contractor, the University of Illinois System uses E-Verify to verify employment eligibility.  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.