What are the responsibilities and job description for the Business Administrative/Associate Level I - Chancellor/Provost Business Service Center position at University of Illinois Hospital?
The Business/Administrative Associate works with the Director of Financial Services to ensure timely delivery of support for accounting, procurement, and financial activities for units supported by the Chancellor/Provost Business Services Center. This includes providing administrative and processing support for various functions, working closely with the Director of Financial Services in resolving complex financial, policy & procedural problems and ensuring compliance, delivering effective and efficient customer service.
Duties & Responsibilities :
Budgeting, Financial Analysis, and Procurement
- Perform various budgeting tasks for assigned units across diverse funding sources (State, Institutional, Self-supporting, Grants, Gifts, etc.), including but not limited to allocations, budget increase requests, annual budget process, projections, budget analysis, and quarterly reporting.
- Extrapolate, analyze, and leverage financial data from university systems to generate reports and distribute to unit directors, including analysis of expenditures, staff counts, and budget data, etc. Maintain and provide historical records and reports on budgets for initiatives, projects, etc.
- Process financial transactions of units assigned (Chrome River, iBuy, etc.) including but not limited to travel, miscellaneous reimbursements, and procurement card purchases; track receipts and validate correct invoices prior to authorization of payment;
- Serve as the main contact for various financial applications, including but not limited to Department Card manager for reporting units, FCIAA, iBuy, and charge code reviewer for Chrome River.
Support procurement needs of units assigned, including but not limited to initiating and processing purchase orders, contracts, and competitive selection.
Accounting and Compliance
- Reconcile accounts on a monthly basis and make appropriate corrections to eliminate "rogue charges" and ensure expenditures are posted appropriately and in compliance with fund sources’ policies, laws, regulations, and restrictions of funds. Address issues of concern as needed.
- Stay informed of OBFS policy and procedures, acting as a resource for units and communicating changes to ensure compliance. Develop knowledge of all provisions, laws, and policies of departmental funding sources (including attending OBFS trainings and disseminating as needed).
Grants and Commitments Administration
- Assist with tasks related to documenting and tracking funding commitments through internal memorandums of understanding.
- Assist with preparation and submission of grant proposals and financial administration of sponsored activities.
Service and Process Improvement
- Serves as unit liaison and maintains strong communication with units served to stay updated on business service needs. As liaison, triages incoming requests and suggests routing to other team experts based upon need.
- Assist in the development and continual improvement of procedures and templates used in financial transaction processing to drive efficient operations within the service center.
- Perform other related duties and work as assigned
