The Division of Intercollegiate Athletics (DIA) seeks candidates for a Business Administrative Associate. This position is part of a larger team that has responsibility for all finance functions and reports to the Accounting Associate in the DIA Business Office. Duties performed require the development of extensive knowledge of University policies and procedures, the ability to consult a diverse array of constituents, and handling sensitive and confidential information on a day-to- day basis. This position reports administratively to the Executive Senior Associate Athletic Director/Chief Financial Officer. The DIA Business Office has a legacy of providing effective and efficient services to athletic sport programs, coaching staff, program support services, and student athletes.
Duties and Responsibilities:
Fiscal Management – Directly support and serve as Accounting Associate’s delegate for University fiscal operations. Process and analyze expenditures to create an overall review of the operations of the DIA Business Office. •Supports and manages unit fiscal operations under the direction of DIA Accounting Associate. •Assures program unit compliance with University, campus and unit fiscal policies and procedures. •Oversee all aspects of the process for independent contractors providing services for summer camps and home game events. •Serves as primary resource for DIA staff to ensure accurate C-FOAPAL coding. •Support Accounting Associate by providing backup to manage internal control procedures for purchasing and accounting of all non-personnel expenditures •Review and approve departmental requisitions of Purchase Orders for accuracy, completeness and conformity to campus, unit and NCAA compliance guidelines •Respond to tier 2 vendor inquiries with regard to status of payments •Respond to vendor inquiries by researching and troubleshooting status of payments •Monitor requisitions and one-time purchase orders for status and progress •Process invoices for payment for departmental standing purchase orders. Provide annual review and renewal of departmental standing purchase orders. •Approve and process internal funds transfers on behalf of the department. •Serve as the approver roll for DIA procurement using I Buy and Banner requisition. •Serve as reviewer and approver for car pool requests as needed. •Reviews accounts payable invoices verifies information for completeness, accuracy, and conformity to policies, procedures and/or contractual agreements.
Operations - Provides both strategic and procedural oversight for operational issues in all DIA units and sport programs. •Participates in early adoption and training sessions for new campus software and initiatives and serves as liaison for smoother implementation for the department. •Interpret, implement and communicate University policies related to purchasing and reimbursements. •Serve as liaison between DIA and all outside support groups (booster clubs), and process all payments made by Booster clubs. •Monthly review, analysis and balancing of DIA’s clearing account. •Review, advise, and process Journal Vouchers as needed •Performs related duties as assigned appropriate for BAA classification.
Unit Security Contact and Departmental Card Manager •Manage Information Security Compliance Form approval process. •Submit access requests for users within the Security Application. •Process Purchasing Card applications and exception requests, as well as Travel Card applications and exception requests. •Oversee internal document repository of Purchasing Card applications and exception requests, Travel Card applications and exception requests, and Information Security Compliance Forms.
Duties are extremely varied and complex. Work must be performed in an extremely fast-paced environment where distractions from telephones and visitors are frequent. Incumbent must be able to handle many responsibilities at once, with minimal supervision and much independent initiative, with frequent overlap of tasks. Procedures often need to be modified or newly conceived.
SALARY AND APPOINTMENT INFORMATION
Civil Service This is a full-time Civil Service [Business Administrative Associate] position appointed on a -month service basis. The expected start date is as soon as possible after posting deadline. Salary is commensurate with experience.
Applications must be received by March 7, 2019. Apply for this position using the “Apply for Position” button below. If you have not applied before, you must create your candidate profile at http://jobs.illinois.edu. If you already have a profile, you will be redirected to that existing profile via email notification. To complete the application process:
Step 1) Submit the Staff Vacancy Application.
Step 2) Submit the Voluntary Self-Identification of Disability forms.
Step 3) Upload your cover letter, resume (months and years of employment must be included), and academic credentials (unofficial transcripts or diploma may be acceptable) and names/contact information for three references.
In order to be considered as a transfer candidate, you must apply for this position using the “Apply for Position” button below. Applications not submitted through this website will not be considered. For further information about this specific position, contact Jana Sage, firstname.lastname@example.org. For questions about the application process, please contact 217-333-2137.
The University of Illinois conducts criminal background checks on all job candidates upon acceptance of a contingent offer.
The University of Illinois is an Equal Opportunity, Affirmative Action employer. Minorities, women, veterans and individuals with disabilities are encouraged to apply. For more information, visit http://go.illinois.edu/EEO. To learn more about the University’s commitment to diversity, please visit http://www.inclusiveillinois.illinois.edu.
Education: Required: Bachelor's degree in business administration, management or related field.
Experience: Required: Two years (2) of professional level accounting (including budgets), managerial and/or business experience, one year of which was at an administrative level.
Successful Candidates will have: •Demonstrated knowledge and experience of accounting (including budgets. •Working knowledge of DIA and University structure, organization and administration, including campus policies and procedures. •Working knowledge of various software and web-based programs; Microsoft Word, Access, Excel, HRFE, P-Card, TEM, Banner, Business Objects (EDDIE). •Ability to analyze situation and make decisions or recommend solutions •Self-motivated with high degree of personal initiative •Ability to independently take on a task from inception to implementation •Ability to deal effectively and diplomatically with all internal and external constituents in person and/or on the telephone •Strong organizational and time management skills •Ability to anticipate needs and establish priorities •Maintain knowledge of and compliance with specific NCAA, Big Ten Conference, and institutional rules that relate to this position. •Strong verbal and written communication skills. •Strong interpersonal and management skills.
Additional Salary Information: Salary is commensurate with experience.
Internal Number: 109673
About University of Illinois, Division of Intercollegiate Athletics
The University of Illinois at Urbana-Champaign is a member of the Big Ten Conference and is an Affirmative Action/Equal Opportunity Employer.