Who: Office of the Vice Chancellor for Innovation
What: The Office of the Vice Chancellor for Innovation (OVCI) seeks a highly motivated, detail-oriented Business Administrative Associate to support operations for the administrative Shared Services team. The Shared Services group supports the Vice Chancellor’s office as well as units and initiatives reporting to the Vice Chancellor: Technology Solutions, UIC Extended Campus, Technology Innovation Lab, Corporate Partnerships and Entrepreneurship. OVCI requires a qualified individual to provide transactional and administrative support for purchasing, asset management, travel and reimbursement, internal customer billing, vendor payments and financial reporting. Reporting to the Senior Director for Finance and Administration, the Business Administrative Associated will function as a generalist, helping the Shared Services group track and meet deadlines, streamline processes and communications and deliver a high level of service to internal constituencies
Duties:
- Assist in performing unit fiscal transactions such as p-card orders, annual purchase orders, office supplies and equipment purchases, journal vouchers. Manage monthly payments for campus internet service and outside consulting services. Assist with monthly reconciliation procedures, track campus printing payments and confirm Dragon dollar payments.
- Coordinate the asset management reporting process, including updating new acquisitions and processing disposal in accordance with OBFS polices and providing reports. Manage biennial physical inventory by guiding internal groups on process and ensuring deadlines are met in all VCI units.
- Act as a liaison between department and vendors/public. Respond to questions from internal customers and follow up with vendors. Proactively solve problems related to ensure smooth procurement and delivery of goods and services.
- Provide department support for travel reimbursement and travel card requests. Process transactions in TEM. Assist with setup and training for new employees.
- Manage department request queues related to administrative office and order requests. Accurately resolve request in a timely matter. Assist in tracking for pending requests to ensure high-level customer service.
- Manage Shared Services calendars, scheduling meetings and providing reminders as needed. Track deadlines related to University business processes including financial processing, fiscal year close, FCIAA reporting, timesheet reporting, performance evaluations, monthly/quarterly financial reconciliations and reporting, among other internal and external deadlines. Assist in scheduling meetings for Shared Services Directors.
- Other duties as assigned.
Preferred Qualifications: Experience working at a higher education institution. Can perform at an intermediate level of Microsoft Excel and Word software packages.