Business​/Administrative Associate - Programs Administration

Business/Administrative Associate - Sponsored Programs Administration

This position may be eligible for a hybrid or remote work arrangement dependent with unit operational needs.

This position is not eligible for any type of sponsorship for work authorization.

The University of Illinois Urbana–Champaign is a public land-grant research university in Illinois in the twin cities of Champaign and Urbana. It is the flagship institution of the University of Illinois system and was founded in 1867. The university serves the people of Illinois through a shared commitment to excellence in teaching, research, public engagement, economic development and health care. Faculty, staff and students share their knowledge, expertise and resources with residents in every corner of the state through public service and outreach programs.

Join a dynamic team at the heart of the university's research enterprise! Sponsored Programs Administration supports the successful management of externally funded research and other sponsored activities, helping faculty and researchers bring innovative ideas to life. Working closely with the Business & Operations Manager, this position plays an important role in supporting the office's financial and operational functions while contributing to a fast-paced, collaborative, and mission-driven environment.

Coordinate functions within the finance and administrative operations of Sponsored Programs Administration (SPA) under the direction of the Business & Operations Manager including budget reporting and funds management, human resource support functions, and facilities management. This position is also responsible for providing administrative support to the Directors, Associate Directors, and Assistant Directors for SPA.

• Fiscal Management:
  • Review financial transactions which include verification of information, availability of funds and allowable costs; monitor, oversee and reconcile monthly financial statements; ensure CFOAPS such as Self‑Supporting, Gift, State, etc. are in compliance with University rules and policies; maintain financial data records to comply with University policy.
  • Prepare and analyze financial reports for administrative review, tracking fiscal transactions. Allocate and process lease and cleaning expenses, tenant improvement expenses, building maintenance/repairs, etc.
  • Serve as the Department Charge Code Reviewer for P-Card / T-Card which involves monitoring, reviewing CFOAP information, and approving transactions.
• Administration:
  • Make travel arrangements and serve as proxy for Director, Associate Directors and Assistant Directors, and remaining SPA staff as needed. This can include processing registrations for meetings, conferences, seminars, conventions, speaking engagements; securing transportation and lodging; preparing travel authorization forms and expense reports for SPA-related travel; following-up and preparing reimbursement requests/expense reports in TEM for Directors and staff; track professional development participation and maintain records.
  • Manage calendars for Associate Directors and for SPA's conference rooms. Monitor Training and Outreach Coordinator’s needs for performance of internal and external training and assure those needs are addressed including scheduling, event planning, handouts, name tags, and refreshments. Assist with coordination of special events, as needed. Serve on various internal and external committees as a representative of SPA.
  • Serve as one of the Unit Security Contacts (USC); serve as contact for CDS Technology/Minolta Copies; take meter readings for all copiers in SPA and enter and submit monthly copier meter read reports in iBuy; request vendor identification Banner numbers via…