The Business/Administrative Associate II (Associate Director of Business Operations) provides leadership and oversight of the operational, financial and administrative functions in the Department of Occupational Therapy using initiative, independent judgment, and discretion. This position is responsible for the development and monitoring of departmental budgets, management of Grants, Space and Facilities operations of the department, and coordination of Human Resources. This position performs a wide variety of functions in support of operations and services administered by the Department, which requires knowledge of applicable Department and University policies and established office procedures.

Duties & Responsibilities:

Finance/BudgetingOversee all financial aspects of the department, including control of state budget and allocation of resources.Prepare and manage department’s state budget annually.Analyze current financial position and provide budget projections.Provide day-to-day oversight of all departmental expenditures.Prepare and provide financial reports, projections, and data and information for administrative purposes (using Eddie, Business Objects, Mobius, etc.).Reconcile monthly financial ledgers and make necessary budget adjustments.Keep up-to-date on all university policies and procedures relating to business operations and inform our faculty and staff of those policies.Monitor spending for departmental ICR and start-up accounts and work with faculty to manage their spending.

Grants ManagementPerform post-award grant management activities including preparation of subcontract documents: coordination of Just-In-Time submissions; review of Notice of Awards, review and/or initiation of purchasing and travel for sponsored projects and maintain complaint records of all expenditures.Coordinate with external departments and universities for subaward and contract processing.Monitor research compliance with UIC and funding agency policies.Provide expenditure reports to PIs and complete required sponsor requests for expenditure data as needed.

Human Resources_x000d_Coordinates Human Resources matters for the Occupational Therapy Department, ensuring compliance with university policies, procedures, regulations, and standards of practice._x000d_Responsible for the payroll functions for employees within the department utilizing University HR/Pay systems._x000d_Assists with recruitment requests for all employee classes; coordinate recruitment processes including, but not limited to, drafting job descriptions, advertisements, reviewing applicant qualifications, extending offers; completes other supporting documents for reappointments, summer salary, salary planner, and change in status; coordinates orientation for new hires and exit interviews with separating employees.

Facilities and SpaceOversee all facilities related requests for the department and work with staff, faculty, Dean’s office and Facilities Management to ensure all requests are addressed in a timely manner.Oversee major department space renovationsOversee use of space, anticipates space needs across multiple building and proposes/recommends improvements to current usage.

Supervising, orienting, and training staff.

Perform other related duties and participate in special projects as assigned.