Fellowship & Business Operations Specialist

Details

Posted: 31-Mar-24

Location: Urbana, Illinois

Type: Full-time

Salary: Open

Categories:

Staff/Administrative
Student Affairs/Services

Internal Number: 5144522

Fellowship & Business Operations Specialist
Graduate College
The Graduate College is now accepting applications for a Fellowship and Business Operations Specialist who will perform accounting, human resource, and record-keeping operations necessary for managing fellowship appointments and other funding for graduate students.
Duties & Responsibilities:
Fellowship and Award Processing

• Enter, monitor, and revise as needed fellowship appointments in the Graduate College's electronic fellowship application system.
• Ensure that departmental fellowship requests contain appropriate CFOPs and waiver codes.
• Work closely with the Office of Student Financial Aid to establish new fellowship waiver codes.
• Work with the Office of Student Financial Aid, Student Accounts, Bursar's Office, Sponsor Billing, and other units to ensure accurate billing for fellowship and waiver holders.
• Help process Conference Presentation Awards, emergency grants, travel grants, REU stipends, and other forms of financial support using DAWS, USFSCO, Chrome River, invoice vouchers, Banner, Journal Voucher, and other systems.

Appointment Processing for Fellows

• Initiate and monitor new hire transactions in HRFE.
• Help administer renewal, deferral, and termination processes for fellowship holders.
• Process pay adjustments through PARIS and ANA.
• Monitor student records in Banner and HRFE to ensure that fellows are complying with applicable registration, enrollment, and employment requirements as mandated by state and federal law, University policy, and funders' terms and conditions. Follow up with fellows and departments to help students comply.

Fellowship and Grant Accounting

• Prepare semi-annual expenditure confirmations for grant accounts and prepare annual transit recap.
• Help prepare materials for proposal submission to Sponsored Programs Administration (SPA).
• Track fellowship waivers and cost shares on external grants, prepare and reconcile accounts, and generate reports.

Business Office Accounting

• Process requests for creation and termination of accounts and detail codes.
• Monitor and reconcile accounts to ensure accuracy and appropriateness of transactions.
• Manage employee and non-employee reimbursement, vendor payments, and honoraria payments and respond to questions from the Office of Business & Financial Services and other units regarding these transactions.

Customer Service

• Help guide department faculty and staff in the submission of requests for fellowships, REU appointments, waivers, and other forms of financial support managed by the Graduate College.
• Work with the Graduate College's Student Service Team to provide information and guidance to students.
• Provide guidance to departments and campus HR offices regarding fellowship policy, pay, and procedures.
• Other duties as assigned.

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. (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.)

Preferred Qualifications:

• Proficiency with HRFE, BANNER, and other University applications.

Knowledge, Skills, and Abilities:

• Ability to manage complex tasks, changing priorities, and multiple deadlines calmly and with a high degree of accuracy.
• Excellent communication and interpersonal skills.
• Ability to thrive in a service-oriented environment.
• Keen attention to FERPA and other policies relating to privacy and confidentiality.
• Knowledge of graduate student services; assistantship policies; and relevant state, federal, and University policies and procedures.

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 of the search. The minimum salary for this position is $55,000.00. We strive to provide a competitive salary, considering factors such as available market data, internal equity, candidate experience and qualifications, collective bargaining agreements, and budget constraints. The final salary offer will be determined through a thorough assessment of these elements.
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 April 11, 2024. Apply for this position using the Apply Now button at the top or bottom of this posting. Application materials should include a cover letter, a current resume, and at least three references, including contact information.
Work authorization sponsorship is not available for this position.
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 Jen Cochrane 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: 1023917
Job Category: Administrative
To apply, visit https://illinois.csod.com/ux/ats/careersite/1/home/requisition/10024?c=illinois
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