Business Services Specialist - School of Music

Job Summary

The Business Services Specialist/Business Services Coordinator provides comprehensive support for procurement, payment operations, and university card processing within the School of Music. This position requires professional judgement, discretion in performing and coordinating various business functions for the School of Music. They will also ensure relevant campus, college, and school policies are applied in all business operations.

Duties & Responsibilities

Purchasing and Vendor Support

• Serve as the procurement resource person to School of Music faculty, staff, and students. Advise faculty and staff on the Illinois Procurement Code and all applicable policies and procedures related to procurement.
• Responsible for the purchase of goods and services and contracts using iBuy, Contracts+, and P-Card including sponsorship payments, processing non-conforming orders, and direct payments in Emburse
• Purchase airfare and lodging and travel related expenses for faculty, staff, and students.
• Process Foreign National vendor payments.
• Review and confirm that payments to vendors are timely and in accordance with agreements including processing special payment requests.
• Coordinate with vendors to ensure Vendor Identification Forms are accurately completed, updated, and submitted to the Vendor Maintenance Department.
• Process honorarium payment and travel expense reimbursements through Emburse.

B Business Support

• Prepare any applicable forms such as small purchase waivers, special payment forms, wire transfer forms, carpool, etc.
• Research and resolve problematic purchases, reimbursement, and other transactions by reviewing documentation and communicating with vendors, campus purchasing, and university payables to ensure timely payment.
• Serve as a delegate for unit P-Card and T-Card transactions and expense reimbursements in Emburse to ensure compliance with corporate card and reimbursement policies.
• Assist with processing Revenue Generating agreements and Facilities Use Agreements
• (Coordinator level) Serve as the manager reviewer and delegate for unity P-Card and T-Card transactions and expense reimbursements in Emburse to ensure compliance with corporate card and reimbursement policies.
• (Coordinator level) Responsible for cash handling procedures. This includes the biennial process audit, cash receipts, and deposits with USFSCO.
• (Coordinator level) Prepare journal vouchers for cost transfers, corrections, and billings.

Administrative

• Initiate all student payments as per university policy and matrix guidance. This includes DAWS and SAR payments.
• Administer foreign national payments for student prizes, travel awards, scholarships, etc. via the appropriate channels and forms with Payroll/Benefits and University Payables. Work with constituents ahead of time to ensure all documentation is gathered beforehand to ensure timely processing.
• Prepare and manage Cash Advances
• Serve as the primary user of UPS Campus Ship
• Advise faculty, staff, and students on college, departmental and campus business policies and procedures, including procedures for purchasing, submitting expense reimbursements, business travel, and other related activities.
• Assist with processing Revenue Generating agreements and Facilities Use Agreements
• (Coordinator level) Supervise the Business Services Specialist.
• (Coordinator level) Assist with developing and maintaining various Standard Operating Procedures for the School of Music Business Office to support efficient departmental business operations and alignment with university policies and procedures.
• (Coordinator level) Prioritize requests, manage competing deadlines, and identify issues requiring escalation to the Assistant Director of Finance.
• (Coordinator level) Serve as back-up to the Assistant Director for Business Services with regards to all purchasing functions withing the Business office.
• (Coordinator level) Attend campus meetings and trainings as needed to maintain knowledge of policies and systems.
• (Coordinator level) Train faculty and staff on changes in procedures or as new systems are implemented with regards to travel, reimbursement, and purchases.
• (Coordinator level) Oversee and approve all student payments as per university policy and matrix guidance. This includes DAWS and SAR payments.

Minimum Qualifications

Business Services Specialist

• 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.

Business Services Coordinator

• Bachelor's degree in business administration, management, or a field related to the position.
• Three (3) years of professional business, financial, and/or managerial work experience.

Preferred
Qualifications

Business Services Specialist

• Two years of professional experience which included processing vendor forms, service agreements, requisitions, non-conforming orders, direct payments, facilities use agreements and credit card purchasing.
• Direct experience and knowledge of University of Illinois business and accounting systems including Banner, iBuy, Contracts+, Emburse, P-card, T-Card, Foreign National Payments, UPS/Campus Ship, Carpool, DAWS, My-UI Financials
• Demonstrated experience in Generally Accepted Accounting Principles (GAAP) and/or business practices and procedures
• Demonstrated experience with Microsoft Office Suite (i.e. Excel, Outlook, and Word)
• (Coordinator level) Three years of professional experience which included processing vendor forms, service agreements, requisitions, non-conforming orders, direct payments, facilities use agreements and credit card purchasing.
• (Coordinator level) Demonstrated experience writing policies and procedures.

Business Services Coordinator

• Three years of professional experience which included processing vendor forms, service agreements, requisitions, non-conforming orders, direct payments, facilities use agreements and credit card purchasing.
• Direct experience and knowledge of University of Illinois business and accounting systems including Banner, iBuy, Contracts+, Emburse, P-card, T-Card, Foreign National Payments, UPS/Campus Ship, Carpool, DAWS, My-UI Financials
• Demonstrated experience in Generally Accepted Accounting Principles (GAAP) and/or business practices and procedures
• Demonstrated experience with Microsoft Office Suite (i.e. Excel, Outlook, and Word)
• Three years of professional experience which included processing vendor forms, service agreements, requisitions, non-conforming orders, direct payments, facilities use agreements and credit card purchasing.
• Demonstrated experience writing policies and procedures.

Knowledge, Skills and Abilities

• In-depth knowledge of university business procedures, Banner Finance modules, Emburse system including knowledge of university travel rules and regulations, allowable costs, and purchasing rules and regulations.
• Ability to prioritize/organize workload to meet deadlines and provide accurate data and services.
• Ability to work under pressure and maintain accuracy while being flexible and handling multiple tasks simultaneously sometimes unexpectedly and/or on a short deadline.
• Ability to interact with and communicate effectively with both internal and external stakeholders (faculty, staff, students, visitors, vendors, companies, agencies).
• Excellent communication skills.
• Ability to work with minimum supervision.