Business Policy and Procurement Coordinator Carl R. Woese Institute for Genomic Biology

Details

Posted: 01-Feb-24

Location: Urbana, Illinois

Type: Full-time

Salary: Open

Categories:

Financial
Staff/Administrative

Internal Number: 4980047

Business Policy and Procurement (Hybrid)
Carl R. Woese Institute for Genomic Biology
The Carl R. Woese Institute for Genomic Biology is a team-science-based Interdisciplinary Research Institute at the University of Illinois, Urbana-Champaign. The mission of the IGB is to advance life science research at the University, meaningfully engaging with the public to share the impact of genomic research and stimulate bio-economic development in Illinois. The Business Policy and Procurement Coordinator aims to support research at the IGB, interact with diverse faculty, and work closely with a highly collaborative purchasing management team. We are seeking a highly talented, motivated, and driven individual to serve as Business Policy and Procurement Coordinator.
Job Summary
Coordinate and manage multiple tasks for the efficient operation of the Carl R. Woese Institute for Genomic Biology Business office.
Duties & Responsibilities

• Contract Management & Purchasing
  
• Develops, reviews, interprets, and makes suggestions for contractual documents, maintenance agreements, consulting contracts, and travel and event contracts. Acts as liaison between Principal Investigators, second parties, and relevant OBFS departments for timely contract execution.
  
• Oversees the end-to-end procurement process. Including purchase orders, sole source purchases, solicitations, standing purchase orders, contracts, non-conforming orders, cancel/replace, and vendor information utilizing iBuy, Contracts+, Banner, P-Card, and various OBFS applications.
  
• Assigns fabricated equipment account codes for the new fabricated research equipment including coordinating entity codes with accounting.
  
• Assists staff with compliance, special payments, deposits, wire transfers, ACH payments, and foreign national payments.
  
• Identify and mitigate potential risks associated with contracts.
  
• Maintain accurate and up-to-date procurement documentation.
• Accounting Management
  
• Lead IGB Self-Supporting Fund billing processes and procedures utilizing BA4, FBS, and Banner Feeder system.
  
• Prepare and distribute IGB Ledger 3, Self-Supporting Fund reports utilizing Banner and BA4.
  
• Serve as a subject expert for core facility rates and serve as a liaison with the Office of Government Costing. Maintain SPA rate database with current rate information.
  
• Lead IGB Self-Supporting Fund fiscal year-end close out, inventory, and completes fact sheets.
  
• Serves as a backup to Array Cafe deposits and change fund counts.
• Customer Service and Training
  
• Leads and trains IGB Business Office employees in areas of expertise.
  
• Helps update and maintain IGB Business Office processes.
  
• Provides procurement instructions and guidance to IGB faculty and staff.
  
• Other
  
• Provides vacation coverage for in-person customer service functions within the IGB Business Office.
  
• Performs other related duties as assigned to further the mission and goals of the IGB.

Additional Physical Demands
Environmental Demands: Work is performed in a shared office; nature of work is sedentary. Much of the work is performed on the computer. Position involves delivering time critical paperwork to other campus offices (e.g. to Purchasing, Corporate Card office, and various OBFS departments).
Minimum Qualifications
Bachelor's degree in business administration, management, or a field related to the position.
Three years of professional business, financial, and/or managerial work experience.
Demonstrated procurement experience at the University of Illinois.
(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.)
Based on position requirements, additional education, training, and/or work experience in an area of specialization inherent to the position may be required.
Preferred Qualifications
Experience: Five years of University of Illinois Procurement and/or finance experience with a working knowledge of Banner, iBuy, Contracts+, Web Intelligence, P-Card, and Chrome River. Extensive experience working with Principal Investigators, University Payables, Corporate Card Office, and University Purchasing. Experience with Priority Software BA4.
Knowledge, Skills and Abilities

• Knowledge required: This position requires a working knowledge of routine office practices and procedures, the ability to operate standard office equipment, the ability to maintain confidential files and records, the ability to make arithmetic calculations, and the ability to reconcile records. In addition, employees should be skilled in oral and written communication. Includes face-to-face contacts, telephone contact, written communication, and electronic communication with co-workers, students, and faculty/staff. Ability to work with persons of diverse backgrounds is extremely important as this position deals with faculty, staff, students, and visitors from many different cultures.
• Other/Comments: This position involves a wide range of duties and maintains confidential files. We are a dynamic and collaborative work environment. Workload is fast-paced, with many interruptions from Institute faculty, staff, students, and others. This position has an impact on operations throughout the IGB that effect faculty members, graduate students, other employees, and visitors.

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 the close date. The minimum salary for this position is $60,000 and is commensurate with experience and qualifications.
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 Tuesday, February 13, 2024. 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 IGB HR Office at [email protected] . 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, 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 [email protected] .
Requisition ID: 1022628
Job Category: Administrative
To apply, visit https://illinois.csod.com/ux/ats/careersite/1/home/requisition/9340?c=illinois
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The University of Illinois at Urbana-Champaign has earned a reputation as a world-class leader in research, teaching, and public engagement. With our land-grant heritage as our foundation, we pioneer innovative research that tackles global problems and expands the human experience. Our transformative learning experiences, in and out of the classroom, are designed to produce innovative alumni who desire to make a significant, societal impact.
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