Assistant Director, Finance and Budget - OVCDEI

Assistant Director, Finance and Budget - OVCDEI

Office of the Vice Chancellor for Diversity, Equity & Inclusion

Job Summary

The Office of the Vice Chancellor of Diversity, Equity and Inclusion (OVCDEI) supports the creation of a diverse and inclusive community for both working and learning on the Urbana Campus. Reporting to the Executive Director of Finance and Administration, coordinate and manage the daily business operations of the OVCDEI including, but not limited to, procurement, reconciliation, and training. Will be available to, and build relationships with, unit leads across OVCDEI to provide guidance on financial and human resource processes, procedures, and strategies, represent OVCDEI to campus partners, and have oversight responsibility for business operations procedures for OVCDEI staff.

Duties & Responsibilities

Business Operations

• Oversee and direct OVCDEI staff in the procurement processes, invoicing, accounts payable, payroll, and accounts receivable in accordance with University policy and procedures. This includes P/T Cards, TEM, iBuy, and other purchases mechanisms.
• Oversee support staff in completion of the reconciliation of the monthly financial statements, the processing of first level financial transactions.
• Oversee complex contract management and negotiations including contact with vendors/speakers/and agents, the University Contracts Management Office, and compliance offices such as Tech Services Security where appropriate.
• Coordinate the tracking of planned activity, the completion of year-end close activities, the financial impact of appointments, CFOP structure and maintenance, Corporate Card Management, and inventory controls.
• Coordinate monitoring of office compliance in areas such as: Performance Reviews, Ethics Training, ANCRA training, and RUNA submission.
• Oversee and ensure compliance with the fixed assets inventory of the office in accordance with University policy.
• Oversee procurement transactions related to event support.

Financial Analysis and Planning

• Analyze and prepare monthly financial statements, and monitor cash flow.
• Analyze and prepare special reports on spending patterns of departments and sub-units as required.
• Coordinate the development of automated solutions for existing and future business procedures.
• Provide support for periodic audit activities.
• Assist in the preparation of financial and human resource data for institutional reports.

Human Resources

• Coordinate with OVCDEI HR staff on appointment processing, position development, and approval.
• Coordinate with OVCDEI HR staff on salary analysis and its effects on reclassifications, promotional changes, and organization structure.
• Provide financial coordination, and on a limited basis backup approval/process, for reappointments, pay adjustments, leave payouts, and salary program development.

Consultation and guidance

• Participate with the Executive Director in strategic planning, business development, advancement planning, and other initiatives.
• Develop and maintain relationships with Department Directors, and staff by conducting meetings/visits as needed.
• Develop and analyze financial reports to assist with the management of OVCDEI resources.
• Coordinate training of OVCDEI support staff on business procedures including assuring staff have adequate understanding and that processes are carried out under a good system of internal control.
• Serve as a resource to OVCDEI support staff to identify opportunities for increased efficiency and workflow management.
• Develop communications and resources to support unit business staff in developing and managing unit budgets.
• Develop OVCDEI policies that clarify campus procedures and strengthen fiscal and internal controls office-wide.

Minimum Qualifications

• Bachelor's degree in business administration, management, or a field related to the position.
• Two (2) years of professional business, financial, and/or managerial work experience in budgeting, financial reporting, and regulatory compliance.
• Demonstrated experience with accounting software and Excel.

Preferred Qualifications

• Bachelor's degree in Finance, Accounting, Business, or related degree. University of Illinois Certified Business Administrator.
• Experience with the University of Illinois financial management systems including Banner software.
• Experience in complex budget development.
• Demonstrated verbal and written communications skills, and project management skills.
• Knowledge of Financial Accounting and GAAP, Risk Management, and administration, State and Federal budget and finance rules and regulations.

Knowledge, Skills and Abilities

• Ability to manage high volume and time-sensitive workload.
• Ability to communicate effectively both verbally and in writing.
• Ability to maintain confidentiality and neutrality in sensitive situations.
• Ability to work in a diverse environment with a strong commitment to diversity, affirmative action, and equal employment opportunity.
• Excellent interpersonal skills.
• Knowledge of University and Campus policies related to Business and Human Resources including but not limited to those listed in the Campus Administrative Manual, Provost’s Communications, and Policies and Rules.
• Knowledge of University Business and HR systems.
• Capability to develop (ability and willingness to accept new/more complex duties/responsibilities).

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 7/10/2023. Salary is commensurate with experience.

For more information on Civil Service classifications, please visit the SUCSS web site at https://www.sucss.illinois.gov/pages/classspec/default.aspx.

Application Procedures & Deadline Information

Applications must be received by 6:00 pm (CST) on Monday, June 19th. Apply for this position using the Apply Now button at the top or bottom of this posting. In order to be considered as a transfer candidate, you must apply for this position. Applications not submitted through https://jobs.illinois.edu 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 Adam VanDuyne . 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, COVID-19 vaccination requirement, 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 accessibility@illinois.edu.

Requisition ID: 1017971
Job Category: Administrative
Apply at: https://jobs.illinois.edu