Business Services Specialist - Beckman Institute

Business Services Specialist - Beckman Institute (Hybrid)

Beckman Institute for Advanced Science and Technology

Job Summary

Support the non-grant account portfolio for the Beckman Institute in collaboration with other members of the Finance Team. This role is responsible for analyzing, monitoring and documenting business transactions in a high-volume environment. This role requires financial accuracy, compliance with university policies and effective communication with stakeholders across the institute and campus.

Duties and Responsibilities:

* Conduct the accounting activities of the Beckman Institute state, ICR, gift and plant funds in accordance with generally accepted accounting principles, and the goals of the Beckman Institute and University of Illinois. Review and approve the use of non-grant funds for expenses such as employee appointments, i-Buy orders, Emburse expense and travel reimbursements while maintaining an understanding of and applying Illinois, University, campus and departmental regulations, procedures and policies.

Terminate CFOP segments, correct rogue transactions, identify funds which are overdrawn and take the appropriate action to resolve the issue.

* Contribute to the monthly billing processes for Beckman service facilities and Café operations by maintaining documentation, inputting and reviewing billing data, processing billings, contacting external units for CFOP updates and verifying invoices to support accurate billing. Verify invoices monthly for items such as tank rentals, Café charges and other service-related expenses to ensure billing accuracy and proper documentation.

* Respond to and resolve inquiries received through the Finance inbox related to procurement, CFOP management, reimbursements and general financial operations. Provide guidance and interpretation of university policies and procedures to faculty, staff and departmental stakeholders while ensuring compliance with institutional requirements. Assist in resolving a variety of issues. Manage assigned Finance inbox communications by categorizing emails appropriately, maintaining organized records through proper filing and disposing of non-record communications in accordance with departmental practices.

* Manage BARS (Beckman Accounting and Reporting System) functions for departmental CFOPs, including adding, terminating and freezing accounts while maintaining accurate records and documentation to support proper tracking, compliance and alignment with departmental budgets and financial policies. Review and validate newly established CFOPs in BARS to ensure accurate setup of titles, comments, assigned roles and related information, and identify and resolve discrepancies or unauthorized ("rogue") CFOPs.

Generate monthly reports and manage CFOP access for personnel.

* Perform the monthly reconciliation of BANNER financial statements, including filing, maintaining and matching supporting documentation. Review statements for compliance with University policy and fund intent, identify and correct errors and counsel individual units to avoid repeated errors. Ensure that BANNER statements reconcile to BARS for accurate financial reporting to faculty and Beckman management. Answer questions and counsel faculty and staff about their financial statements.

During the reconciliation process, identify erroneous charges and inappropriate expenses and work with integrated units to appropriately resolve these issues.

* Develop, update and maintain internal job aids, templates and reference materials for the Beckman Business Office to promote consistent processes and support staff training and onboarding. Monitor and evaluate business office workflows and procedures to identify opportunities for improved efficiency, effectiveness and resource utilization while maintaining a high standard of customer service. Serve on departmental and campus committees as needed, representing the Beckman Business Office, including participation in groups such as the BAC.

* Prepare and process journal vouchers and PZAREDS transactions for departmental accounts within the BANNER financial system as needed.

* Prepare payments to foreign…