What are the responsibilities and job description for the Business/Administrative Associate II - UIC Law position at uic?
The Business Administrative Associate (BAA) II for the UIC School of Law is responsible for coordinating purchasing, contracts, travel, and inventory in accordance with established UIC policies and procedures. This position will provide contract administration and purchasing assistance to school leadership and staff, ensuring purchases are allowable and allocated to the correct funding source. The BAA II will also serve as a Purchasing and Travel cardholder for the college, and review card reconciliations in Chrome River. Further, the BAA II will engage in asset management and inventory.
Duties & Responsibilities:
- Provide expertise and advisement in the area of purchasing and procurement to UIC – Law leadership, faculty, and staff, including the purchase of goods and services, in accordance with state procurement laws and University of Illinois requirements.
- Organize procurement meetings with units needing guidance and provide purchasing training to new and existing staff.
- Initiate and track orders using iBuy (an online marketplace for purchasing goods and services at the University of Illinois); Support supplier diversity goals.
- In collaboration with the UIC Purchasing & Contracts Management, assist with specification development of comprehensive Requests for Proposals to meet the business needs of the Law School.
- Facilitate contract development and management; Advise units on the importance of contract monitoring to ensure terms and conditions are met.
- Determine whether existing contracts can be utilized to meet new and recurring business requirements of the school; explore opportunities for better pricing on goods and services.
- Serve as PCardholder for the Law School; Act as Reconciler for other cardholders ensuring that policies and applicable regulations are followed.
- Serve as Travel Cardholder and arrange travel for law school employees as needed; Document and Reconcile all TCard purchases in ChromeRiver.
- Make qualified travel and business meal purchases in compliance with all rules, regulations, policies, and procedures.
- Provide ChromeRiver assistance and advise faculty/staff on all business- related travel policies.
- Reconcile and review travel reimbursement requests submitted by faculty/staff in ChromeRiver, ensuring all purchases are compliant with rules and regulations and monies are available according to the budget.
- Provide expenditure reports related to travel to leadership for the purpose of monitoring activity and expenses.
- Serve as Property Accounting Contact and ensure compliance with University of IL equipment management procedures and the State Property Control Act.
- Understand and advise on new equipment acquisitions and identification with Ptags, Otags, property stickers, and the equipment threshold.
- Conduct Biennial Inventory; Ensure equipment transfers and disposals are managed in accordance to policy and state law.
- Perform other related duties and participate in special projects as assigned.
