UIC Human Resources

UIC Human Resources

Job Details

Business/Administrative Associate - College of Medicine, Department of Microbiology and Immunology (Job ID #151343)
Medicine
Civil Service
Chicago
01/31/2022
Days
M-F/7.5

Job Summary:

In concert with the DAO, the Business/Administrative Associate (BAA) will help coordinate the financial management of the department. The BAA will be responsible for executing, recording, reconciling, summarizing, and reporting financial transactions for the Department of Microbiology and Immunology. The position will be involved in post-award grant management activities, including the tracking of all grant budget activities and expenses and assisting in the coordination and evaluation of any budget, financial or policy issues. 

Key Responsibilities/Duties:

• Provide assistance with the fiscal management of the department. Prepare monthly financial reports and reconcile financial activities of all grant funds within the department, taking action to correct any discrepancies.
• Perform duties associated with grant closeout such as verifying the accuracy of the report on expenditures. Prepare other financial reports as requested by the Department Head and the DAO.
• Review and approve laboratory supply requisitions in the iBuy purchasing system; process all equipment and supplies orders for the department. Handle all departmental reimbursements and prepare/receive shipments.
• Maintain computerized ledger accounts by posting, adjusting, and reconciling daily transactions.
• Conduct contract negotiations and prepare financial sections of proposals to vendors.
• Provide information pertaining to vendor payment to UIC Payables when requested; submit invoices to contractors on grant sub-awards.
• Inform Principal Investigators (PIs) and research staff of any changes in sponsor policies and regulations. Manage, coordinate and ensure compliance with changes. Verify adherence to relevant University policies, procedures, and accounting standards.
• Manage requests for no-cost extensions, progress reports, prior approvals, and grant closeouts on behalf of Principal Investigators (PIs).
• Respond to internal and external auditors for the audit of research proposals by collecting and preparing all necessary information and report findings to auditors.
• Initiate, research and analyze policy and operational issues independently, consulting with involved parties and organizations within or external to the campus or University. Provides advice regarding various options for action. In coordination with the DAO, assist in the development, recommendation, and implementation of administrative policies and procedures.
• Submit billable and non-billable facilities management requests via FMweb.
• Maintain departmental equipment records by entering required equipment information into FabWeb, retrieving property tags and allocating property tags to appropriate laboratories. Assist the DAO with the biannual equipment inventory process.
• Perform other related duties and participate in special projects as assigned.

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.

To Apply: For fullest consideration, please complete an online application by clicking the Apply for Position button below.

Please upload all valid certifications and transcripts within the document section of your online application. Documentation of high school completion (official transcripts, copy of diploma or GED certificate) is required in order to be eligible for this position within the University of Illinois Hospital and Health Sciences System.

All civil service positions require an exam.  The exam for this position is a Credentials Assessment.  You will not be required to report in person for this exam.

Credential Assessment Exam Scoring Information:

You will not be required to report in person for this exam. The updated online application and all uploaded, relevant documents, such as a resume and/or college transcript will be used in the calculation of the exam score. These documents should be uploaded prior to the position close date. 

When completing your online application, please be sure to provide detailed information about your job knowledge and specific duties and responsibilities, as your qualifications for any Civil Service position will be primarily determined based on what is contained in the application. Dates of employment and if employed on a full or part time basis (including number of hours per week) must be indicated for each position held. Additional consideration will be given to supporting documentation i.e. resume, transcripts, licenses, and certifications so please be sure to attach all applicable documents.

If a degree or college coursework is required, you must provide official transcripts.

Transcripts/Licenses/Certifications MUST be uploaded electronically to your online application through the "Documents" page on the Civil Service Employment Application (page 4). Be sure to select the appropriate document type before uploading the document.

If your educational institution provides electronic transcripts, please have them sent to jazmin@uic.edu

If your educational institution doesn’t provide electronic transcripts, they must mail the transcripts to:

University of Illinois at Chicago
Recruitment and Staffing
Human Resources Building Room 109
715 S. Wood Street M/C 862
Chicago IL 60612
Attn: Business Administrative Associate -JA

If an application and all applicable forms, transcripts, and supporting documents are not submitted by the close date, the applicant/employee will not be considered for this position and will be denied. 

For fullest consideration, the above mentioned requirements must be submitted no later than 1/31/2022. 

We appreciate your interest in employment at the University of Illinois at Chicago. 

The University of Illinois is an Affirmative Action/Equal Opportunity Employer.  

This position requires Illinois residency within 180 days of the hire date.

 

 

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The University of Illinois at Chicago is an affirmative action, equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, gender identity, sexual orientation, national origin, protected veteran status, or status as an individual with a disability.


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