Business/Administrative Associate II (Associate Director of Business Operations)

Hiring Department: Occupational Therapy

Location: Chicago, IL USA

Requisition ID: 1025218

Posting Close Date: May 19, 2024

About the University of Illinois Chicago

UIC is among the nation’s preeminent urban public research universities, a Carnegie RU/VH research institution, and the largest university in Chicago. UIC serves over 34,000 students, comprising one of the most diverse student bodies in the nation and is designated as a Minority Serving Institution (MSI), an Asian American and Native American Pacific Islander Serving Institution (AANAPSI) and a Hispanic Serving Institution (HSI). Through its 16 colleges, UIC produces nationally and internationally recognized multidisciplinary academic programs in concert with civic, corporate and community partners worldwide, including a full complement of health sciences colleges. By emphasizing cutting-edge and transformational research along with a commitment to the success of all students, UIC embodies the dynamic, vibrant and engaged urban university. Recent “Best Colleges” rankings published by U.S. News & World Report, found UIC climbed up in its rankings among top public schools in the nation and among all national universities. UIC has over 300,000 alumni, and is one of the largest employers in the city of Chicago.

This is a full-time and benefits eligible position. Hybrid and flexible work schedules are available. UIC offers competitive salaries commensurate with experience. In addition all full time benefits eligible positions include a comprehensive benefits package which include; Health, Dental, Vision, Life, Disability & AD&D insurance, a defined benefit pension plan as well as paid leave which includes; Vacation, Holiday and Sick. In addition we offer tuition waivers for employees and dependents. Click for a complete list of Employee Benefits.

Description:

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/Budgeting Oversee 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 Management Perform 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 Space Oversee 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 renovations Oversee 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.

Minimum Qualifications Required:

(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.)

Preferred Qualifications:

• Previous experience working at an administrative level in a university setting
• Previous experience using UI systems, i.e., Banner, Eddie, ChromeRiver, i-Buy, HRFE, PARIS

To Apply: For fullest consideration click on the Apply Now button, please fully complete all sections of the online application including adding your full work history with specific details of your duties & responsibilities for each position held. Fully complete the education, licensure, certification and language sections. You may upload a resume, cover letter, certifications, licensures, transcripts and diplomas within the application.

Please note that once you have submitted your application you will not be able to make any changes. In order to revise your application you must withdraw and reapply. You will not be able to reapply after the posting close date. Please ensure the application is fully completed and all supporting documents have been uploaded before the posting close date. Illinois Residency is required 180 days of employment.

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.

The university provides accommodations to applicants and employees. Request an Accommodation