Associate Director for Financial & Business Operations – School of Earth, Society, & Environment
The School of Earth, Society, and Environment at the University of Illinois at Urbana-Champaign is seeking applications for an Associate Director of Financial & Business Operations who will provide leadership and oversight for fiscal resources, finance, research administration, human resources, and daily operations of the School of Earth, Society, & Environment in the College of Liberal Arts & Sciences, including Atmospheric Sciences, the Department of Geology, and the Department of Geography and Geographic Information Science.
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
DUTIES AND RESPONSIBILITIES
- Responsible for fiscal management and control of all department funds including state and federal appropriations, grants, contracts, gifts, indirect cost recovery, and self-supporting funds. Serves as the Director and Department Heads’ designee in a variety of administrative matters with signature authority for business functions.
- Prepares specialized financial reports for the Director and Department Heads for fund review and for short and long term financial forecasting.
- Implements School policies for the maintenance and management of accounts, monitor expenditures, budget development and preparation of various types of management information.
- Manages gift funds; works with Departments, LAS Advancement, and UI Foundation as needed for donor agreements, new fund requests, gift receipts, and monitoring of fund usage.
- Supervises financial reconciliation, reporting, expenditure confirmations, subaward billing, accounts receivable, and cash handling.
- Initiates revenue/expense transfers, budget transfers, and other financial activities for processing
- Works with the College of LAS on the annual budget process and with the Director and Department Heads on salary planning and Salary Planner upload.
- Reviews, tracks, and manages online course revenues for all academic units in the School.
- Identifies areas of fiscal activity that could benefit from improved processes and initiates the development and implementation of process improvements.
- Serve as School and Department point of contact in matters of cost sharing with Vice Chancellor of Research and Provost Office.
- Advise the Director, Heads, faculty, staff, and students on university policy and procedures with responsibility for keeping the School in compliance.
- Manage insurance inquiries and policies through the Office of Risk Management, for both annual and short-term coverage.
- Prepares helps negotiate contracts, agreements, and MOUs related to procurement, facility and equipment use, space, and others as needed.
- Serves as the T-Card and P-Card Manager for the School.
- Provides final review and approval of TEM transactions.
- Supervises (hire, train, assign/review work, conduct performance evaluations, address work issues, approve time, set work schedules, set goals) the primary contact for sponsored research pre-award and post-award processing and management.
- Coordinates responses to SPA Post-Award and to Sponsors as needed related to post-award information and compliance requests.
- Assists faculty in financial planning and forecasting for use of grant funds.
- Assists as needed in review of costs for allowability according to University and sponsor policies and guidelines.
- Assists with review of awards, contracts, and subaward agreements.
- Prepares consultant and other agreements related to sponsored research awards.
- Acts as the Schools contact/principal investigator for US CERL student contracts.
- Provides backup for submission of sponsored research proposals.
- Acts the School’s administrative contact for the OVCR Scholar Travel Program, and Campus Research Board programs.
- Reviews and updates Cost Sharing in the Activity Reporting System.
Human Resources Administration
- Supervises (hire, train, assign/review work, conduct performance evaluations, address work issues, approve time, set work schedules, set goals) the primary contact for human resources.
- Oversees the financial aspect of hiring of new staff and determines academic salary recommendations with, and/or on behalf of, the School and Department Heads.
- Assists Departments with annual salary review and increases, and salary planner uploads.
- Provides counsel to the Director, Department Head and faculty in handling personnel issues, advises on recruitment of academic and civil service staff.
- Provides backup for payroll and appointment processing, and Visa processing functions.
- Serves as the department head’s designee in a variety of administrative matters with signature authority for certain HR functions.
Procurement Administration & Property Accounting
- Supervises (hire, train, assign/review work, conduct performance evaluations, address work issues, approve time, set work schedules, set goals) the primary contact for procurement.
- Prepares contracts for services and assists with sole source purchase requests.
- Serves as one of the unit contacts for Property Accounting. Approves property transfers, surplus, and disposal requests. Ensures proper and timely completion of biennial physical inventory by staff.
- Provide general supervision for a facilities position shared with the Department of Mathematics and Statistics. The facilities person will work directly with Units in SESE in addressing any repair, maintenance, or construction requests.
- Represent the School on select campus committees/working groups, and on the SESE Executive Committee.
- Maintain and enhance the strong service mission of the School.
- Serves as the Unit Security Contact for the School and its Departments, and requests access for other systems as requested by Departments.
- Bachelor’s Degree
- Minimum five years management experience in a combination of the following: administration, fiscal, personnel, and general organizational responsibilities within a large and complex organization with a high volume/time-sensitive workload.
- Minimum two years experience in a supervisory role.
- Excellent written/oral communications, interpersonal and teamwork skills.
- Ability to exercise initiative, confidentiality, discretion, and sound independent judgment.
- Ability to interact effectively with faculty, students, staff, alumni, external sponsors, vendors, and other stakeholders.
- Knowledge of and experience working with multiple sources of funds, including state, federal, gift, self-supporting, and ICR.
- Demonstrated experience with the use of standard office technology and similar management tools.
- Direct experience and knowledge of University of Illinois business and accounting systems, as well as business processes, including HR, procurement, payables, receivables, and policies and procedures.
- Bachelor’s Degree in a business-related area, preferably business administration, finance, or accounting.
- Experience in the area of human resources, including personnel issues, University policies, and general processing knowledge.
SALARY AND APPOINTMENT INFORMATION
The candidate will be a full-time, benefits-eligible academic professional appointed on a 12-month service basis. Eligibility for benefits are contingent on your citizenship or work authorization. For full details on eligibility requirements, please reference http://humanresources.illinois.edu/employees/new-hires/benefits.html . The expected start date is as soon as possible after the closing date. Salary is commensurate with experience and qualifications.
APPLICATION PROCEDURES AND DEADLINE INFORMATION
To apply, create a candidate profile through https://jobs.illinois.edu and upload your application materials: a letter of application and resume/CV in a single pdf . Online application will require names and contact information including email addresses for three professional references. For inquiries about the position and application procedures, contact the Search Committee through Jill Randell at firstname.lastname@example.org . The University of Illinois conducts criminal background checks on all job candidates upon acceptance of a contingent offer.
For full consideration, applications must be submitted by February 1, 2019.
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