Business/Administrative Associate

Hiring Department: Cancer Biology and Pharmacology

Location: Peoria, IL USA

Requisition ID: 1027999

Posting Close Date: 10/29/24

This position is located on the Peoria campus 170 miles southwest of Chicago. (On-Site Work – Not Remote).

The University of Illinois College of Medicine Peoria (UICOMP) educates 265 medical students and more than 300 physician residents and fellows annually. Additionally, it provides clinical care to more than 31,000 patients annually and conducts basic science, clinical and outcomes research. UICOMP is a regional campus of the University of Illinois College of Medicine, a part of the University of Illinois Chicago and University of Illinois System. The College of Medicine Peoria is home to the Cancer Research Center, Center for Wellbeing, and is a collaborator in Jump Simulation. Learn more about UICOMP at http://peoria.medicine.uic.edu.

Description:

• Works in conjunction with the Department Head in the preparation of CBP Department budget and overseas the fiscal management of the department.
• Represents the Department in budget meetings with the Regional Dean and other personnel.
• Performs audits and controls expenditure on various accounts and grants funds.
• Assembles data, prepares administrative reports and handles business correspondence for the CBP Department.
• Responsible for reconciliation of Department accounts and funds.
• Corresponds with appropriate grant, contract and accounting officers in Peoria and in Chicago.
• Maintains financial records of all unit funds and appropriations. Manages expenditures for grants, contracts, State, gifts, ICR, foundation and other accounts.
• Maintains and coordinates all financial accounting activities for department, including but not limited to funded research and other clinical and non-clinical trial programs.
• Monitors ongoing financial maintenance of grants; develops and monitors expenditures and budgetary matters, including systems to monitor and track grant budget and expenditures and compliance; Advises faculty on budget and other business issues related to their respective programs.
• Reviews accounting data to ensure conformance with revenue expectations and ensures that expenses are charged to the correct accounts; investigates and resolves accounting discrepancies; Provides fiscal and administrative management of department financial operations.
• Processes and approves accounting forms such as purchase requisitions within university guidelines.
• Prepares and/or reviews documentation for TEM transactions; Oversees, prepares and/or advises support on the coordination of departmental purchases and reimbursements processed through TEM system, IBuy, corporate card programs, and other purchasing mechanisms as required.
• Purchases and/or monitors purchases of supplies for laboratory.
• Ensures the timely completion of internal finance reconciliations and audit prep projects utilizing finance systems and databases (effort reporting, awards closeouts, etc.).
• Advises the academic staff on matters pertinent to procurement of specialized equipment.
• Advises and provides recommendations to Principal Investigators regarding supplies, travel and equipment budgets for initial grant applications; oversees preparation of revised grant budgets, progress reports and just-in-time (JIT) compliance reporting.
• • Prepares and formulates financial sections of research grant proposals, including preparation of direct cost budgets, budget justifications, as well as grant proposal financial summaries for procurement of moveable and specialized equipment.
• Obtains necessary approvals in compliance with policies and procedures of Department Head and Principal Investigators; reviews and approves research project budgets and makes budgetary and financial recommendations to Principal Investigators.
• Monitors processing of grants and contracts through university systems (from pre-award, to post-award, and through grant closeouts) and ensures proper accounts creations
• • Initiates, develops, and executes pre-award documentation for research grant submissions for the department faculty.
• Reviews documentation for errors and corrects according to internal and external submission guidelines.
• Ensures compliance with internal policies, and with external federal and sponsoring organizations’ rules and regulations.
• Operates as a liaison to internal units (OVCR, OGC).

Qualifications:

Minimum Qualifications

1. Bachelor's degree in business administration, management, or a field related to the position.


2. 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.)


3. 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

FY25 Benefit Booklet: https://cms.illinois.gov/benefits/stateemployee/fy2025-benefit-choice-resources.html


NOTE: Each posting requires a separate on-line application. Applications cannot be re-used. Submission of application including complete work and education history is required; all information submitted will be verified. Please note that once you have submitted your application you will not be able to make any changes. In order to revise your application you must withdraw and reapply. You will not be able to reapply after the posting close date. Please ensure the application is fully completed and all supporting documents have been uploaded before the posting close date. Illinois residency is required within 180 days of employment.

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 https://www.hr.uillinois.edu/cms/one.aspx?portalId=4292&pageId=5705 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.

The University of Illinois conducts background checks on all job candidates upon acceptance of a contingent offer of employment. Background checks will be performed in compliance with the Fair Credit Reporting Act.

As an EOE/AA employer, the University of Illinois encourages applications from individuals regardless of an applicant’s race, color, religion, sex, gender identity, sexual orientation, national origin, and Veteran or disability status.

The university provides accommodations to applicants and employees. Request an Accommodation at https://jobs.uic.edu/request-and-accomodation/