Business Administrative Associate - University of Illinois Extension

University of Illinois Extension - Unit 12, Bloomington

WE TRANSFORM LIVES.

Everything we do is designed to improve the quality of life of the people in the state of Illinois, across the nation, and around the world. We discover, develop, translate, and disseminate knowledge to address societal concerns and train the next generation of experts and leaders in a way that empowers them to expand the boundaries of science to higher levels of understanding and influence.

Be a part of our story. Through learning partnerships that extend knowledge and change lives, University of Illinois Extension provides educational programs aimed at making life better, healthier, safer, and more profitable for individuals and their communities. Illinois Extension has operated continuously for more than 100 years connecting the citizens of Illinois to their land-grant university by providing educational programming around the state. University of Illinois Extension is based in the College of ACES and works with all colleges and units of the University of Illinois at Urbana-Champaign.

Job Summary

Assists in the business and service operations of a large multi-county University of Illinois Extension unit. Works under the administrative supervision of the County Extension Director. The Business Administrative Associate will provide primary responsibility to the specific tasks listed below. This full time, 12-month position in the McLean County office is available contingent upon annual funding.

Duties & Responsibilities

Fiscal Duties

• Oversees the Unit fiscal operations, including all program liabilities and submission of all financially related reports.
• Confers with the County Director and other staff on matters concerning internal control, budgets, and property control.
• Executes accounting operations and prepares and monitors monthly bank reconciliation on all Unit Extension accounts.
• Assists in the preparation of budgets and grant applications, including, but not limited to preparation of budget line item spreadsheets, at the request of the County Director.
• Exercises control of expenditures on grants funds at the request of the County Director.
• Confers with the County Director and other involved staff in the preparation of monthly financial and activity reports and budgets, including, but not limited to reports to funding sources, Council, and other entities as requested.
• Maintains all fiscal and business records for all Unit funds and appropriations, including budget records and documentation of all contracts.
• Serves as a liaison with all funding sources and independent auditors to ensure compliance with funding source rules and regulations, and compliance with applicable laws.
• Conducts negotiations in regards to Unit office leases, and manages contracts and insurance for off-site program venues.
• Assists the County Director in budget management and control.
• Assists program staff in the development of individual program budgets.
• Oversees the annual 4-H fiscal club audits for the Unit.
• Advises and assists Unit Educators and other staff on fiscal processes, budget matters and other business related to their respective programs.
• Maintains, compiles, and collates all fiscal, budgetary and monetary data relevant to audits to be performed.
• In conjunction with the County Director, monitors consistency between approved budget and actual expenditures.

Administration and Personnel

• Supervises and trains Unit office support staff, including benefit usage approval, performance evaluations and salary recommendations.
• Ensures that the routine day-to-day work of the Unit is managed efficiently and that effective office systems are established, maintained and regularly reviewed.
• Trains all new Unit staff on TEM, DTL and fiscal policies.
• Acts in absence of County Director to respond to personnel and programmatic issues and has signatory authority.
• Acts in absence of County Director in the preparation and representation of Extension at Unit Foundation meetings.
• Handles and maintains all business correspondence for the multi-county Unit.
• Assists County Director with Human Resources duties and maintains confidential personnel files.

Facilities and Property Management

• With County Director, maintains U of I purchasing and procurement systems, and maintains records of procurement.
• Assists in the supervision of storerooms and accountability of Unit equipment.
• Assists the County Director in the planning or remodeling or renovation of facilities, including overseeing building maintenance issues.

Misc. Duties

• Participate in professional development program and seek additional opportunities to maintain professional competence through in-service education, formal coursework, and personal study, all which are approved by the County Director.
• Other duties as assigned.
• Assist with the total University of Illinois Extension program as appropriate to job description.
• Comply with Affirmative Action/Equal Opportunity policies/guidelines in all aspects of Extension work.

Additional Physical Demands

To perform the functions of this position, the employee will be required to perform work both within an office and outside in the communities that are served, and must have the capability to travel from one location to the other in a timely fashion. Employee is responsible for securing personal transportation. A valid driver’s license is preferred. Some work will be required during evenings and/or weekends. When working, the employee may be exposed to a variety of environmental factors to include, but not limited to, hot or cold weather, exposure to noise and allergens, and uneven ground. In performing the functions of this position, the employee may be subjected to various mental and physical demands as well to include, but not limited to, independently traveling to and performing work at different locations, lifting and moving items that may occasionally weigh up to forty (40) pounds and frequently weigh up to twenty (20) pounds, and twisting, pushing and pulling movements. More detailed information regarding the functions of this position (including the physical, mental and environmental requirements of the position) may be obtained from Human Resources for the College of Agricultural, Consumer and Environmental Sciences (ACES) by contacting hr@aces.illinois.edu

Minimum Qualifications

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

Preferred Qualifications

Three years of responsible accounting and/or business experience, one year of which was at an administrative level.

Knowledge, Skills and Abilities

• Supervisory and administrative abilities
• Ability to work effectively with the staff and public

Appointment Information

This is a 100% full-time Civil Service 5010 - Business/Administrative Associate position, appointed on a 12-month basis. The expected start date is as soon as possible. Salary is commensurate with experience.

For more information on Civil Service classifications, please visit the SUCSS web site at https://www.sucss.illinois.gov/pages/classspec/default.aspx.

Application Procedures & Deadline Information

Applications must be received by 6:00 pm (CST) on May 10, 2023. Apply for this position using the Apply Now button at the top or bottom of this posting. In order to be considered as a transfer candidate, you must apply for this position. Applications not submitted through https://jobs.illinois.edu will not be considered. If required by the position, transcripts or other documentation of credentials are to be provided no later than the first day of employment. For further information about this specific position, please contact kbuckley@illinois.edu. For questions regarding the application process, please contact 217-333-2137.

The University of Illinois conducts criminal background checks on all job candidates upon acceptance of a contingent offer. The University of Illinois must also comply with applicable federal export control laws and regulations and, as such, reserves the right to employ restricted party screening procedures for applicants.

Out-of-state candidates must establish Illinois residency within 180 calendar days of the start date for this position. Illinois residency requires proof of a valid Illinois Driver’s License or state of Illinois ID Card. Failure to produce the required documentation within 180 calendar days will result in immediate termination 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 Required Employment Notices and Posters to view our non-discrimination statement and find additional information about required background checks, sexual harassment/misconduct disclosures, COVID-19 vaccination requirement, 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 (2008) 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 217-333-0885, or by emailing accessibility@illinois.edu.

Requisition ID: 1017438
Job Category: Off-Campus
Apply at: https://jobs.illinois.edu