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Location

Urbana, IL | United States

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Job description

Full job description

Business and Finance Specialist

Department of Computer Science

University of Illinois Urbana-Champaign

The Department of Computer Science (CS) at The Grainger College of Engineering seeks applicants to join our business office team. The Business and Finance Specialist works under administrative direction to independently coordinate and manage relevant business and financial operations for the department requiring expertise in financial practices as well as department- and university-specific policies and procedures.

MAJOR DUTIES & RESPONSIBILITIES:

Oversee financial operations for the department by managing the full lifecycle of a subset of department-level accounts:

• Assess need for, create, and/or request new accounts, establish accounts in department-specific financial management system, deposit funds into accounts, receive all expenditure requests to determine allowability, the appropriate account to charge the purchase, and availability of funds.
• Provide guidance to others in the department regarding appropriateness of assigning new accounts, based on type and source of funding.
• Review and approve iBuy orders, Banner requisitions, P-Card transactions, and employee reimbursements or/and T-Card transactions in Chrome River system.
• Develop and maintain spreadsheets for budget management by tracking income and expenditures, processing journal vouchers, earning redistributions, completing fund transfers, and periodically audit assigned accounts as necessary.
• Direct the monthly reconciliation of department-wide accounts, ensuring accuracy, completeness, and conformity with university and department policies and procedures.

Gifts and Endowments:

• Process corporate unrestricted gifts, faculty research gifts, and endowments through the university foundation; receive and process subsequent funds.
• Prepare gift transmittal forms for gift funds with existing accounts; create new account and gift fund requests for new funds.
• Follow department procedures to establish the new account, notifying appropriate business office staff and adding the CFOP information to the department chart of accounts and Chrome River.
• Review the university foundation weekly sweeps to ensure the funds have posted in Banner accurately.
• Maintain the department accounts receivable and cash receipt journals.

Serve as the department’s Charge Code Reviewer in Chrome River:

• Analyze Chrome River items to ensure that the proper approvals have been obtained. Route accordingly if additional approvals are required.
• Review Chrome River items for compliance with University and department policies and procedures.
• Confirm account string is accurate and valid and matches the pre-approvals related to each expense.
• Guide and educate department staff responsible for processing Chrome River with proper procedures and current trends in policy enforcement.

Other finance-related duties:

• Collaborate with the Assistant Director of Finance and other relevant staff in closing of the financial books at fiscal year-end, including processing journal vouchers, earning redistributions, budget transfers, intra-transfers, etc.
• Locate documentation for account reconciliation and audit purposes.
• Identify and correct department transactions posting to rogue accounts.
• Process department requests via various campus systems, including Pinnacle, F&S invoices, sponsored netIDs, and DAWS.
• Develop and implement departmental policies and procedures to streamline operations when change is implemented university-wide.
• Serve as backup to other business office staff, including the Business and Finance Coordinator and the Procurement Officer.

Department back-up contact for P-Card, T-Card, Travel Expense System, Gifts, and other financial issues:

• Respond to a wide variety of inquiries and requests about such issues independently and in a timely manner.
• Demonstrate knowledge about department, college, and university finance policies and procedures by providing accurate information in response to complex questions or referring individuals to the proper department on campus.
• Communicate regularly with finance staff from other departments as well as university payroll, university payables, university foundation, university student financial aid, and university sponsored programs regarding financial matters.

Oversee the financial management of the department's area chair allowances:

• Maintain records of transactions by fiscal year of area activities.
• Review and approve expenditures for area activities including guiding area assistants on process and policy.

Assume additional appropriate duties to further the mission of the Department

Minimum Qualifications:

• Bachelor's degree in business administration, management, or a field related to position.
• Two (2) years of professional business, financial, and/or managerial work experience.
• Demonstrated experience at an administrative level in a business setting.

Knowledge, Skills and Abilities:

• Knowledge of management principle, practices, methods, and techniques.
• Supervisory and administrative abilities.
• Decision making ability.
• Ability to work effectively with the staff and public.

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 search closes. The minimum salary is $50,000, commensurate with experience and qualifications. Hybrid work options may be available for this position, with the ability to be on-site as needed. Work authorization is not available for this position.


For more information on Civil Service classifications, please visit the SUCSS web site at

Application Procedures & Deadline Information:

Applications must be received by 6:00 pm (CST) on March 13, 2024. Apply for this position using the Apply Now button at the top or bottom of this posting. Please upload your cover letter, resume, and names/contact information for three references. In order to be considered as a transfer candidate, you must apply for this position. Applications not submitted through will not be considered. If required by the position, transcripts or other documentation of credentials are to be provided no later than the first day of employment. For further information about this specific position, please contact [email protected]. For questions regarding the application process, please contact 217-333-2137.

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. Requests may be submitted through the reasonable accommodations portal, or by contacting the Accessibility & Accommodations Division of the Office for Access and Equity at 217-333-0885, or by emailing [email protected].

Requisition ID : 1023195

Job Category : Administrative

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