Business Services Specialist - Performing Arts Service Center

Business Services Specialist - Performing Arts Service Center

College of Fine & Applied Arts

University of Illinois Urbana-Champaign

Job Summary

This position specializes in the daily business functions of purchasing, contracting, payments, receivables, and reporting for the Performing Arts Service Center (PASC), which provides financial and Business Services in support of Krannert Center for the Performing Arts (KCPA), Department of Theatre, and Department of Dance.

Duties & Responsibilities -

Business Operations:

• Responsible for processing purchases and contracts for faculty, staff, and students in accordance with University policy and procedures, including but not limited to processing vendor forms, service/artist agreements, requisitions, non-conforming orders, direct pays via Chrome River, financial sponsorships, honorariums, and corporate credit card purchasing
• Review and confirm payments to vendors are timely and in accordance with agreements including processing special payment requests and coordinating check pickups as needed
• Prepare procurement reports for end users, managers, and the university.

Services Financial Accounting:

• Monitor Krannert Center’s agency and self-supporting internal and external billing process to ensure efficient and timely processing. Review and make suggestions for changes as needed.
• Create monthly invoices for all services provided including rentals, catering, food services, events, etc.
• Prepare journal vouchers for cost transfers, corrections, and billings
• Complete Banner AR process
• Prepare annual Unrelated Business Income Tax (UBIT) report and other service activity related reports
• Assist with fiscal year end duties ensuring timely billing and making sure inventory requirements are fulfilled
• Create and manage agency funds

Miscellaneous:

• Review and approve expense reports in Chrome River to ensure compliance with corporate card and reimbursement policies.
• Document processes regularly to keep the unit business manual up to date and to ensure operational needs can be managed on short notice.
• Act as a backup and for others as needed.
• Attend campus meetings and training as needed to maintain knowledge of policies and systems.
Other duties as assigned

Additional Physical Demands

This position is crucial to daily unit financial operations and the employee will need to be able to self-manage their tasks in coordination with their supervisor. There is daily contact with department faculty and staff, guest artists, vendors, and campus financial personnel. Excellent interpersonal skills and a professional demeanor are a must. There is a need for flexibility in shifting from one task to another as issues arise.
The office space is shared with other staff members and student personnel. There is considerable daily faculty and student traffic. This necessitates a cheerful, cooperative employee that has the ability to maintain productivity while dealing with interruptions and distractions. There are no special physical demands necessary for this position.

Required 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 year (12 months) of work experience.)

Preferred Qualifications -

• Experience in Banner, iBuy, Contracts+, Chrome River, Corporate Credit Cards.
• A good understanding of generally accepted accounting and business practices and procedures and proficiency with Microsoft Excel, Outlook, and Word.

Appointment Information

This is a 100% full-time Civil Service 5010 - Business/Administrative Associate position. The expected start date is as soon as possible after the close of the search. Minimum salary for this position is $50k. We strive to provide a competitive salary, considering factors such as available market data, internal equity, candidate experience and qualifications, collective bargaining agreements, and budget constraints. The final salary offer will be determined through a thorough assessment of these elements.

Employees hired into this position will be expected to work on-site at the University of Illinois Urbana-Champaign campus on a full-time basis. Hybrid work options may be available for this position after training and core competencies have been developed.

Work authorization sponsorship is not available for this position.
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 April 1, 2024. Upload a cover letter, resume including month/year employment dates, contact information for three professional references, and transcripts and/or proof of degree(s).

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 Rand Hartsell at hartsell@illinois.edu. For questions regarding the application process, please contact 217-333-2137.

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, 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: 1023359
Job Category: Administrative
Apply at: https://jobs.illinois.edu