Business Office Specialist

*This position is located in the office in Peoria, IL.  

As a key support role reporting directly to the Director of Finance, the Business Office Specialist plays a vital role in bolstering the organization. This position is well-suited for an individual who thrives in a small, entrepreneurial, and mission-driven environment with a strong commitment to results and community-oriented initiatives. The ideal candidate demonstrates creativity, exercises sound judgment in diverse situations, and possesses exceptional written and verbal communication, administrative, and organizational skills. This role requires an individual who can maintain a realistic balance among multiple priorities.

Essential Responsibilities:

GENERAL ADMINISTRATIVE SUPPORT & OFFICE COORDINATION:

Finance Support: Manage corporate insurance and assist with invoice processing, reimbursement review, accounts payable, and accounts receivable.

Mail Processing: Efficiently handle inbound and outbound standard and electronic mail, ensuring timely processing.

File Management:

• Create and maintain organized standard and electronic files and records.
• Maintain and organize organizational archives, preserving institutional knowledge.

Data Management:

• Demonstrate comfort with data analysis for the purposes of reporting to various stakeholder groups.
• Perform data entry and maintain accurate and updated records.

Reporting and Documentation: Complete annual reporting requirements with precision.

Event Planning/Meeting Coordination:

• Coordinate, schedule, and secure meeting locations for leadership and the field team.
• Assist in agenda coordination for various team meetings, off-site meetings, and general team gatherings.
• Assist in event planning and logistics, including managing invitations, attendance, orders, shipments, AV equipment inventory, and meeting important deadlines.

Travel Arrangements: Efficiently book and manage travel arrangements for leadership and the field team.

Office Supplies: Procure and maintain office and field team supplies, ensuring a well-equipped work environment.

Training Support:

• Prepare books, reports, and handouts for training sessions, projects, and meetings.
• Issue training certificates upon completion of training programs.

Running Office Errands:  Handle various office errands such as picking up and delivering documents, packages, and supplies as needed.

Team Supervision: Supervise and coordinate tasks for student workers and assigned responsibilities.

COMMUNICATION & INTERACTION:

Client and Guest Relations: Welcome and greet clients and office guests warmly and professionally.

Phone Management:

• Answer inbound phone calls and route them appropriately.
• Correspond effectively with multiple stakeholders with varying levels of experience.
• Prepare and proofread internal and external correspondence for accuracy and clarity.

Team Collaboration:

• Establish a rapport with remote team members and external resources.
• Contribute actively to team efforts, accomplishing related results as needed

Additional Requirements/Qualifications

EDUCATION/EXPERIENCE:

• Bachelor's degree required
• Strong work tenure: two to five years of related experience OR educational equivalent, preferably in a non-profit organization
• Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), and Adobe Acrobat. Special consideration for candidates with Salesforce and strong Excel experience. 

QUALIFICATIONS:

Office Management: Proficient in office management systems and procedure.

Communication Skills: Excellent written and verbal communication skills.

Confidentiality and Adaptability:

• Proven ability to handle confidential information with discretion.
• Adaptability at various competing demands.
• Demonstrate the highest level of customer/client service and response.

REQUIRED COMPETENCIES:

Time Management:

• Proven ability to effectively multi-task, prioritize tasks, and manage time to meet deadlines.
• Experience in handling multiple responsibilities simultaneously while maintaining a high level of accuracy and efficiency.
• Demonstrated track record of successfully completing projects within established timelines.
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced environment.

Decision-Making:

• Strong decision-making skills with the ability to analyze situations, weigh options, and make informed and timely decisions.
• Experience in assessing risks and considering the impact of decisions on organizational goals.
• Capacity to make decisions independently and the judgment to seek guidance when appropriate.

Problem Solving:

• Exceptional problem-solving skills, including the ability to analyze complex issues and develop practical solutions.
• Proven experience in identifying root causes of problems and implementing effective corrective actions.
• Ability to think critically and creatively to address challenges and overcome obstacles.

Attention to Detail:

• Keen attention to detail with a commitment to delivering high-quality work.
• Thoroughness in reviewing and validating information to ensure accuracy and completeness.
• Consistent track record of producing error-free work in a variety of tasks and projects.

Normal office environment and standard hours with extended hours and weekend work as required. Requires a valid drivers license and the availability to travel to various locations throughout the state as needed for business purposes.

IMEC and its Subrecipient organizations, including Bradley University, SIU, NIU, and UIC are EOE/AA/M/F/Disabled/Veteran Employers.

Please submit an electronic application, including (1) cover letter, (2) resume, and (3) the names and contact information for three references.  Bradley University conducts background checks on all job candidates upon acceptance of contingent offer of employment. Background checks will be performed in compliance with the Fair Credit Reporting Act. IMEC and its Subrecipient organizations, including Bradley University, SIU, NIU, and UIC are EOE/AA/M/F/Disabled/Veteran Employers.

About IMEC

IMEC is a team of improvement specialists dedicated to providing manufacturers in Illinois with the tools and techniques to excel and compete globally. The experienced hands-on team at IMEC works closely with its clients to plan critical business improvements in all areas of their organization from: Leading their Company, Planning for Success, Growing their Business, Improving their Operations, Focusing on their People, and Deciding with Data.

With more than 50 full-time staff and partners positioned statewide, IMEC delivers the local expertise to not only plan and strategize, but to implement and evaluate the effectiveness of client improvements. In fact, IMEC assists more than 1,500 companies each year with successful business improvement projects.

As a result, IMEC has demonstrated a return on investment that exceeds 19:1. This is made possible as organizations become more effective and efficient.

IMEC team members enjoy their jobs because of the challenge in working with a variety of organizations in a broad range of industries. They also gain satisfaction from providing assistance and advisement to help organizations succeed in a demanding marketplace.  Click HERE to learn more about IMEC.