Business/Administrative Associate- College of Medicine Advancement

Hiring Department: College of Medicine Advancement

Location: Chicago, IL USA

Requisition ID: 1025662

Posting Close Date: June 7, 2024

About the University of Illinois Chicago

UIC is among the nation’s preeminent urban public research universities, a Carnegie RU/VH research institution, and the largest university in Chicago. UIC serves over 34,000 students, comprising one of the most diverse student bodies in the nation and is designated as a Minority Serving Institution (MSI), an Asian American and Native American Pacific Islander Serving Institution (AANAPSI) and a Hispanic Serving Institution (HSI). Through its 16 colleges, UIC produces nationally and internationally recognized multidisciplinary academic programs in concert with civic, corporate and community partners worldwide, including a full complement of health sciences colleges. By emphasizing cutting-edge and transformational research along with a commitment to the success of all students, UIC embodies the dynamic, vibrant and engaged urban university. Recent “Best Colleges” rankings published by U.S. News & World Report, found UIC climbed up in its rankings among top public schools in the nation and among all national universities. UIC has over 300,000 alumni, and is one of the largest employers in the city of Chicago.

This is a full-time and benefits eligible position. Hybrid and flexible work schedules are available. UI Health offers competitive salaries commensurate with experience. In addition all full time benefits eligible positions include a comprehensive benefits package which include; Health, Dental, Vision, Life, Disability & AD&D insurance, a defined benefit pension plan as well as paid leave which includes; Vacation, Holiday and Sick. In addition we offer tuition waivers for employees and dependents. Click for a complete list of Employee Benefits.

Description:

The Business Administrative Associate works with the Senior Director of Advancement Services to provide essential business and financial support to the advancement office of the College of Medicine. This position manages the purchasing process, reconciles expenses, and ensures compliance with college and university policies. The Associate also assists in basic facility and operation duties to ensure continued administrative support of the advancement team.
Duties & Responsibilities:

• Work with staff and vendors to manage the purchasing process, including establishing purchases orders and navigating the contracting process.
• Resolve issues related to accounting and record keeping, including researching and responding to vendors to ensure proper payment.
• Oversee the regular reconciliation of financial accounts and work with Senior Director in ensuring compliance with departmental budget.
• Manages advancement office P-card and T-cards ensuring timely reconciling via expense reports within Chrome River.
• Using office T-card, aid in reserving items for fundraising staff such as car service for donors, flights for travel, hotel reservations, and conference related expenses
• Serve as department super user in Chrome River and aid staff when questions or problems arise when entering their expenses.
• Work with advancement services team to ensure purchasing of office items and mailing/shipping.
• Provide back up support for various office administrative tasks such as answering the phone, mail and gift processing, and event support.
• Run queries, lists, and various analytical reports as needed.
• Assist with additional projects as assigned.

Minimum Qualifications Required:

• Ability to organize, prepare, and maintain records
• Experience within business and financial systems
• Proficiency in using Microsoft Word, Excel, and Access

To Apply: For fullest consideration click on the Apply Now button, please fully complete all sections of the online application including adding your full work history with specific details of your duties & responsibilities for each position held. Fully complete the education, licensure, certification and language sections. You may upload a resume, cover letter, certifications, licensures, transcripts and diplomas within the application.

Please note that once you have submitted your application you will not be able to make any changes. In order to revise your application you must withdraw and reapply. You will not be able to reapply after the posting close date. Please ensure the application is fully completed and all supporting documents have been uploaded before the posting close date. Illinois Residency is required 180 days 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, and employment eligibility review through E-Verify.

The university provides accommodations to applicants and employees. Request an Accommodation