Business/Administrative Associate, IIP

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About UIS: Located in the state capital, the University of Illinois Springfield is one of three members of the University of Illinois system. The University serves more than 4,000 students in 44 graduate and 56 undergraduate programs. You are encouraged to visit the university web page at http://www.uis.edu.

Application deadline: 6/9/2023

Salary: $29.37 per hour / 7.5 hour day

Summary:
The Business/Administrative Associate, IIP is responsible for initiating and coordinating support functions for the administrative functioning of the Illinois Innocence Project, specifically in the areas of contracts, grants, and fiscal operations.
Duties & Responsibilities:

• Collaborate with Operations Director to define contract needs. Develop thorough understanding of contract and purchasing forms and processes, and advise staff on contract procurement rules and regulations. Work with UIS Purchasing to ensure compliance. Determine vendor contract needs and oversee contract negotiations as necessary. Submit contract requests and related requisitions via Contracts . Process contract amendments, extensions, purchase order change requests, and other required forms. Monitor and administer contracts and track balances and payments.

• Work with IIP staff to understand unique vendor services and relationships. Review vendor invoices with staff and submit for payment. Work with University Payables and vendors to address invoice payment processes and issues. Interface with vendors to address concerns and provide support, and ensure invoices are properly submitted.

• Conduct P-card and T-card transactions on behalf of staff and in compliance with University policies. Submit and reconcile all Chrome River expense reports on behalf of staff. Maintain knowledge of all financial processes in the Banner system.

• Provide grants administrative support to Operations Director. Work with staff and subgrantees to gather information for reporting. Work closely with Operations Director to complete and submit grant reports. Collaborate with Operations Director and Financial Administrator to manage grant expenditures and budgets. Submit extension requests and/or budget amendments to grantors as needed.

• Complete training on and become proficient in JustGrants federal grant management system. Respond to JustGrants emails and inquiries, and complete necessary reporting.

• Prepare and submit purchase requisitions for goods and services. Work with Purchasing staff to ensure compliance with university and state regulations.

• Provide support to leadership and other staff as needed.

Minimum Qualifications:
1. Bachelors degree in business administration, management, or a field related to the position
2. Two years of professional business, financial, and/or managerial work experience
(NOTE: A Master’s Degree in an area consistent with the duties of the position may be substituted for one (1) year (12 months) of work experience.)
3. Based on position requirements, additional education, training, and/or work experience in an area of specialization inherent to the position may be required:

Specialty Factors:
Three additional years of professional business, financial, and/or managerial work experience

Preferred Qualifications:
Prior experience with any or all of the following UIS business administrative systems: iBuy, Chrome River, and Banner
Experience supporting the business tasks of an innocence organization
Proven knowledge of and experience adhering to the Illinois Procurement Code and the Illinois Standard Procurement Rules
Proven experience monitoring grants activities and expenditures

Knowledge, Skills & Abilities:
Excellent verbal and written communication skills
Demonstrated ability to solve problems independently
Demonstrated ability to develop and maintain relationships, and work effectively with culturally, economically, and racially diverse stakeholders at all levels of an organization
Technologically proficient in the use of Contracts to fulfill contracts management tasks

Physical Demands:

• Sitting : Constantly

• Talking : Frequently

• Hearing : Frequently

• Repetitive Motions : Frequently

Employment Policies and other information:

Failure to accurately describe work experience, or failure to submit college transcripts may result in an applicant not being admitted to the exam.

UIS an affirmative action/equal opportunity employer with strong institutional commitment to recruitment and retention of a diverse and inclusive community. Women, minorities, veterans, and persons with disabilities are encouraged to apply. As a qualifying federal contractor, the University of Illinois System uses E-Verify to verify employment eligibility.

The University of Illinois may conduct background checks on all job candidates upon acceptance of a contingent offer of employment. Background checks will be performed in compliance with state and federal law.

Residence Reference: For full consideration, applicants must be residents of the State of Illinois.

UIS employees are strongly encouraged to stay up to date with the most recent COVID-19 vaccination available as a barrier to serious illness.

The University of Illinois System requires candidates selected for hire to disclose any documented finding of sexual misconduct or sexual harassment and to authorize inquiries to current or former employers regarding findings of sexual misconduct or sexual harassment. For more information, visit Policy on Consideration of Sexual Misconduct in Prior Employment.

UIS employment in this role is not covered by Social Security, and instead, is covered by the State University Retirement System.

• You will not pay Social Security taxes and your earning will not be on your Social Security Record. (Your record will, however, show your Medicare wages.
• Your pension from the State Universities Retirement System may affect the amount of your:

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 by contacting UIS HR at hremployment@uis.edu or call 217-206-6652.