What: OBFS is seeking a Policy Specialist (Business Administrative Associate) to support the Policy function by coordinating activities related to OBFS processes for establishing, developing, and implementing business and financial policies and procedures in support of overall OBFS operations and services, and to ensure their alignment with applicable University guidelines and regulations. Responsibilities include:
- Under the direction of the supervisor, develop and prepare policies and procedures for administrative review/approval based upon analysis of information provided by functional units (e.g., process mapping, documentation, and other data) regarding their current and/or anticipated needs. 20%
- Assist with the coordination of activities related to the review/analysis of existing policies and procedures to identify areas that require policy development/revisions, and prepare recommendations for administrative review that serve to improve the overall effectiveness and productivity of OBFS operations and services. 20%
- Collaborate with other OBFS officials/staff (e.g., subject matters experts (SMEs), web designers, web developers, forms specialists, business analysts, training managers, communications specialists, and other persons) whose assigned areas of responsibility include supporting and facilitating functions related to the development and implementation of OBFS policies and procedures. 20%
- Act as first responder to all customer questions and comments about OBFS policies and procedures; refers questions/comments to SMEs when such expertise is needed; ensures that all customers receive a personal, accurate, and understandable response. 20%
- Gather information on best practices to assist with the coordination and management of activities related to the development of protocols to promote uniformity and consistency in implementing OBFS policies and procedures including: creation/maintenance of the online repository of OBFS business and financial policies and procedures; establishing and overseeing record retention and document revision control functions; and documenting processes and protocols for the policies and procedures functions. 5%
- Under the direction of the supervisor, serve as a liaison to University and departmental officials/staff and other internal/external constituencies to effectively address/resolve issues related to OBFS business and financial policies and procedures, and ensure that questions and concerns receive appropriate, accurate, and timely responses. 5%
- Represent the OBFS policies and procedures function as a member of project teams, committees, and other departmental work groups. 5%
- Contribute to methodologies related to the achieving of policies and procedures documentation to ensure OBFS record-keeping systems align with University guidelines and regulations regarding records retention and disposal. 3%
- Collaborate with the OBFS Forms Team to ensure new and revised business forms required to implement new and/or revised policies and procedures include the appropriate information. 2%
Minimum Qualifications: Bachelor's degree in business administration, management or a field related to the position; Two years of professional level accounting, managerial and/or business experience, one year of which was at an administrative level.
Preferred Qualificatons:
- Bachelor’s degree in business administration, public administration, management, communications, policy analysis, education, technical writing, or related field.
- Graduate-level coursework of at least four (4) credit hours in policy development.
- Experience developing/implementing business and financial policies and procedures acquired in a business or academic environment
- Managerial skills to facilitate and support administrative functions that align with organizational objectives and goals.
- Ability to interpret complex, detailed information presented by SMEs regarding business and financial policies / procedures and to develop related documentation produced in a user-friendly format that is instructional and understandable.
- Strong analytical skills to review and assess current organizational policies/procedures and determine their overall effectiveness toward achieving organizational success.
- Demonstrated teamwork skills that yield proven results in addressing/resolving issues through collaborative efforts.
- Excellent verbal and written communications skills.
- Demonstrated technical writing skills.
- Strong interpersonal skills to develop and maintain effective working relationships.
- Ability to exercise good judgment and discretion.
- Excellent organizational and multi-tasking skills.
- Proficiency with Microsoft computer programs (including Word, Excel, Access, Outlook, and Internet Explorer).
- Experience as a document specialist.
- Experience with web design and instructional design.
- Experience acquired working in a higher education institution, preferably the University of Illinois.