Finance and Admin Coordinator - Chemical & Biomolecular Engineering

University of Illinois - Urbana, IL

Full-time - Entry Level

Remote - Urbana, IL

Educational Services

About the position

The University of Illinois at Urbana-Champaign is seeking a Finance and Admin Coordinator for the Department of Chemical and Biomolecular Engineering (ChBE). This position will operate under the direction of the Associate Director of Finance and Administration (ADFA) and will be responsible for providing comprehensive financial and administrative oversight, reporting, and analysis within the department. The coordinator will also assist in the ChBE Student Services Office, ensuring that all financial operations align with departmental goals and university policies. In the finance domain, the coordinator will conduct financial oversight and reconciliation of over 400 accounts, which encompass various funding sources such as state, ICR, self-supporting, federal, and private grants, as well as gift and endowment funds. The role includes preparing detailed reports, gathering financial and academic data, and tracking departmental expenditures. The coordinator will oversee expenditure approvals and purchasing processes, assist in managing faculty research accounts, and support the ADFA in formulating summer instructional budget requests. Additionally, the coordinator will review and approve student account and foreign national payment requests, ensuring compliance with university policies. On the administrative side, the coordinator will oversee operations in the ChBE office in the absence of the ADFA, which includes temporary supervision of office staff. The coordinator will assist with the administrative needs of the department and help approve bi-weekly timesheets for student workers. In collaboration with the Undergraduate and Graduate Program Coordinators, the coordinator will develop and administer program budgets and review expenditures for student organizations, ensuring adherence to university guidelines. This multifaceted role requires a proactive approach to support the mission of the unit and contribute to the overall success of the department.

Responsibilities

• Conduct financial oversight, analysis, and reconciliation of 400+ accounts for all expense types.
• Prepare reports, gather financial and academic data, and track and analyze departmental expenditures.
• Oversee departmental expenditure approvals and purchasing processes.
• Process necessary expense, budget, and/or salary transfers on behalf of ADFA.
• Assist ADFA with strategies to manage faculty research accounts and short-term deficits.
• Review and approve student account and foreign national payment requests.
• Assist in formulating summer instructional budget requests.
• Oversee operations in the Department of Chemical and Biomolecular Engineering office in the absence of ADFA.
• Assist ADFA with administrative needs and approval of bi-weekly timesheets for student workers.
• Work with program coordinators on developing and administering program budgets and expenditures.

Requirements

• Bachelor's degree in business administration, management, or a related field.
• Two years of professional business, financial, and/or managerial work experience.
• Knowledge of University operational procedures and accounting systems.
• Thorough knowledge of compliance regulations surrounding financial support.
• Ability to prepare reports and proposals with minimal oversight.
• Ability to identify complex problems and develop solutions.
• Strong organizational and time management skills.
• Ability to communicate effectively with others.
• Extensive knowledge of commonly employed software, databases, and web applications including Excel.

Nice-to-haves

• Master's degree in business administration, management, or a related field.
• Five years of professional experience in business, financial/account management, and/or budgeting.
• Proven track record of customer service, particularly with faculty and graduate students.
• Awareness of cultural and linguistic differences and a commitment to diversity and inclusion.

Benefits

• Hybrid work schedule (remote and in-person work).
• Starting salary of $55,000, with actual salary determined by credentials.