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Business/Administrative Associate

4 months ago

Urbana, Illinois, United States University of Illinois - Urbana-Champaign Full time


Business/Administrative Associate
Department of Materials Science and Engineering
The Grainger College of Engineering
University of Illinois Urbana-Champaign

The Department of Materials Science and Engineering (MatSE) at the University of Illinois Urbana-Champaign (UIUC) seeks to hire a Business/Administrative Associate to provide support to the business/finance and research administration functions of the department.

What We Do

MatSE is one of the largest materials departments in the nation, with ~600 undergraduate and graduate students. You will join a small but mighty team of business professionals working together to support MatSE faculty and staff. As a member of our team, you will enjoy a challenging, cooperative work setting. We welcome individuals who thrive in a fast-paced environment, enjoy working autonomously but also collaboratively as a member of a team, and who demonstrate a strong commitment to their work.

You will also become an Illinois professional at UIUC and be part of a dynamic and diverse community dedicated to making a positive impact on both local and global scales, advancing knowledge, and fostering creativity. Learn more about why YOU should join us at UIUC.

What You Will Do

Business Operations

Oversee the end-to-end procurement process including purchase orders, p-card and t-card purchases, 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.

Prepare and submit travel and employee reimbursements in Chrome River to ensure compliance with corporate card and reimbursement policies.

Act as proxy for Charge Code reviewer as assigned, review and approve transactions in the Chrome River system to ensure compliance with corporate card and reimbursement policies.

Manage payments compliance: special payments, deposits, wire transfers, ACH payments, and foreign national payments.

Process Journal voucher transfers and other miscellaneous accounting requests.

Manage receiving and delivery of packages and process related packing slips.

Manage monthly reporting tasks : F&S billing reports, encumbrance management, etc.

Review and reconcile graduate research assistantships.

Lead updates and maintenance for MatSE Business Office processes.

Act as a back-up to other Business Office Personnel as needed.

Manage Business Office walk in traffic, including visitors, faculty, and deliveries.

Research Administration

Analyze, reconcile, and identify necessary corrections for monthly grant financial reports.

In consultation with faculty members, assist with non-technical proposal documents both at proposal stage and on an ongoing basis (Current & Pending documents, Collaborator Documents, and Biographical Sketches).

Assist with semi-annual confirmation review and completion.

Lead sub-award management processes for sponsored projects, including invoicing, reporting, and overall compliance.

Assists with close-out processes upon grant end dates.

Perform other related duties as assigned to further the mission and goals of the department.

Manage Principal Investigator effort reporting related to research grant portfolios.

Highlights

Be a part of a highly functional, supportive, and fun team

Do rewarding and meaningful work, supporting some of the brightest minds in the world.

Serve in a well-respected, trusted, and valued role in our campus community.

Lead and participate in impactful initiatives, helping to shape MatSE processes.

Benefit from a strong and supportive onboarding journey that will set you up for success in this role.

Support the innovative MatSE faculty and staff in their teaching and research endeavors.

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.

Preferred Qualifications

Three years of experience with Illinois Procurement and/or finance experience with a working knowledge of Banner, iBuy, Contracts+, P-card, and Chrome River.

Experience working with Principal Investigators, University Payables, Corporate Card Office, and University Purchasing,

Two years of professional-level accounting, managerial and/or business experience, including one year at an administrative level.

Demonstrated experience working in a complex business, academic, research or government environment.

Rewards and Benefits

Our benefits programs include comprehensive health care options, generous retirement contributions, access to wellness programs, and employee discounts with local and national retail brands. We invite you to follow this link to learn more about what we offer:

Our leave provisions include 25 vacation days and 13 paid holidays including Martin Luther King, Jr. Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Thanksgiving Day and the day after, and an end of the year winter break from December 22 to January 1.

Educational benefits include tuition waivers for employees and children of employees. More information is available at .

Champaign-Urbana is not only the home of a world-class university - it is also a community that supports a comfortable, family-friendly lifestyle, including:

very affordable and spacious homes with numerous new building options

a maximum 20-minute commute time within Champaign-Urbana

plentiful, high quality, and reasonably priced childcare options

a strong public-school system with a gifted program, as well as several private options at all levels

a wide variety of recreational sports and performing arts engagement opportunities

an active regional airport with jet service to hubs in Chicago and Dallas

For more information, see the following sites that profile our community:

Champaign County Visitors Bureau:

Champaign County Association of Realtors:

Champaign County Arts Council (40 North 88 West):

Important Information About Applying

Applications must be received by 6:00 pm (CST) on May 31, 2024.

Apply for this position using the Apply Now button at the top or bottom of this posting. Applications not submitted through will not be considered.

Upload your cover letter, resume, and names/contact information for three references. To be considered as a transfer candidate, you must apply for this position. If required by the position, transcripts or other documentation of credentials are to be provided no later than the first day of employment.

There is no relocation assistance available for this position.

There is no visa sponsorship available for this position.

This is a full-time Civil Service Business/Administrative Associate position appointed on a 12-month service basis. A hybrid work arrangement is available for this position. The expected start date is as soon as possible after the closing date. The minimum salary for this position is $50,000 and is commensurate with experience and qualifications. For further information about this specific position, please contact Summer Redman at . For questions regarding the application process, please contact

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 For questions regarding the application process, please contact

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 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 , or by emailing .

Requisition ID :
Job Category : Administrative

To apply, visit

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