Business/Administrative Associate – Spurlock Museum

Business/Administrative Associate – Spurlock Museum

College of Liberal Arts & Sciences

University of Illinois at Urbana-Champaign

The Spurlock Museum seeks a colleague with experience in business management, finance, and operations. We value a strong commitment to ethical practices in cultural heritage management, creative thinking, and enthusiasm for collaborative work. The successful candidate will enjoy working in an environment that promotes innovation and experimentation and be dedicated to making the Spurlock Museum a welcoming and inviting space for our community. The Spurlock Museum team is a diverse and talented group of museum professionals that promote transparency, thoughtfully dismantle traditional gate-keeping museum practices, prioritize reparative practices, and center diversity, equity, access, and inclusion in our work.

Job Summary

Assists the Senior Assistant Director of Operations and the Museum Director in the business and administrative operations of the Museum. In this work, they build collaborative relationships on behalf of the Museum with other Financial, HR, and Business professionals in the College of Liberal Arts & Sciences (LAS), University administration, and the University of Illinois Foundation. They work closely with co-workers, student employees, volunteers, scholars, artists, performers, source communities, and other stakeholders, and therefore play an important role in bringing the Museum’s mission to life by fostering empathy and promoting diversity, access, inclusion, and belonging.

Duties & Responsibilities

Business Operations

• Purchases supplies and services for Museum staff using University purchasing systems and corporate cards
• Initiates expense reports as self and employee delegate for the reconciliation of corporate card purchases and travel and miscellaneous reimbursements
• Serves as department card manager and advises staff on university and state procurement policies, rules, and procedures
• Makes travel arrangements for staff and Museum guests (visiting lecturers, scholars, performers, source community members, and job vacancy finalists)
• Organizes catering for receptions, outreach events, and business meetings
• Processes honoraria payments to scholars and lecturers; financial support/sponsorship payments to non-University organizations; and travel/expense reimbursements to non-University individuals
• Enters, processes, and approves bi-weekly payroll, pay adjustments, lump sum and one-time payments, overpayments, and other payroll transactions
• Performs transfers between university funds for payments between the Museum and collaborating University units and for transfers of expenses between Museum funds
• Initiates and routes contracts in the University contract system
• Supervises processing of cash and check donations and payments for services
• Represent the department at college and campus meetings focused on business and research functions as needed
• Keep current on university business and financial policy and procedures and advise staff of pertinent changes

Financial Operations

• Assists in the preparation of Museum and section budgets and with expenditures from all funding types
• Performs monthly financial report reconciliation and maintains financial records. Monitors the Museum’s financial status and prepares reports for the Director and Senior Assistant Director of Operations
• Serves as a unit research administrator. Assists the Senior Assistant Director of Operations in working with principal investigators to prepare financial statements sections of grant proposals and final reports
• Assists with administering gift agreements. Monitors University of Illinois Foundation reports for gifts to the Museum

Administration

• Serve as departmental contact with LAS HR Service Center for processing; works with LAS HR Service Center staff on all appointments, waivers, visas, separation paperwork, and other HR issues; Serve as liaison with the LAS HR Service Center for departmental employee issues such as payroll, Union Agreements, labor and employee relations, various leaves such as disability/FMLA
• Represent the department at college and campus meetings focused on HR functions as needed.
• Monitors ethics and sexual misconduct training of unit employees to ensure compliance with state law and answers staff questions about ethics and the Title IX training process
• Assists Director and Senior Assistant Director of Operations with budgetary decisions, monetary allocations, personnel, and other administrative issues
• Assists with maintenance of unit fixed asset record including new acquisitions, transfers and disposals, and biennial equipment inventory
• Reports additions to the artifact collection group inventory number to University Property Accounting
• Arranges Museum staff access to restricted software applications as unit security contact
• Monitors Museum email mailbox and assists with mailings as needed
• May supervise temporary hourly employees as needed by the Museum
• Other duties as assigned that advance the mission of the Museum and the University

Participate in Museum-wide initiatives and other professional activities that contribute to the missions of the Museum and the University of Illinois

• Attend staff meetings and actively participate in the planning and evaluation of the Museum
• Actively participate in creating a work environment that is supportive, respectful, welcoming, and collaborative
• Attend and support Museum events, occasionally in the evenings and on weekends
• Actively participate in creating and reviewing Museum policies and procedures
• May serve on community or campus committees, working groups, or participate in other advisory groups
• Remain active in appropriate professional groups

Required Qualifications

1. Bachelor’s Degree in business administration, management, or field related to the position.
2. Two (2) years (24 months) of professional-level business, financial, and/or managerial experience. Demonstrated experience in budgeting and or financial planning.

Preferred Qualifications

• Two (2) years of experience with the University of Illinois purchasing, accounting, and payroll applications and procedures
• Graduate of the University of Illinois Business Administrators Certification Program
• Two (2) years of grant administration experience
• Illini Certified Research Administrator
• One (1) year of supervisory experience
• Experience working in post-secondary education, non-profit organizations, or museums

Successful candidates will have:

• Solid knowledge of or ability to quickly learn University of Illinois business, and financial applications including Banner, Chrome River, P/T-card, i-Buy, myUI Financials, Fabweb
• Knowledge of grants administration and University of Illinois Sponsored Programs policies and procedures
• Ability to communicate effectively with others
• Commitment to diversity, equity, access, and inclusion
• Awareness of, and sensitivity to, cultural and linguistic differences
• Ability to work collaboratively, build rapport, and establish effective working relationships with co-workers, artists, performers, scholars, and stakeholders
• Ability to exercise initiative, confidentiality, discretion, and sound independent judgment
• Ability to work independently and effectively organize and prioritize multiple tasks, shift priorities, and meet deadlines
• Ability to manage a budget and work within the constraints of that budget
• Ability to learn Museum policies and procedures

Appointment Information

This is a 100% full-time Civil Service 5010 – Business/Administrative Associate position, appointed on a 12-month basis. The expected start date is as soon as possible after the deadline date. The target salary for this position is $55,000-65,000. The actual starting salary will be determined by the candidate’s credentials and alignment with the position requirements.

Sponsorship for Work authorization is not available for this position.

After an initial probationary period, this position is eligible for a hybrid work schedule of up to 16 hours per week, dependent upon job performance and when the Museum’s programs and schedule allow.

For more information on Civil Service classifications, please visit the SUCSS web site at https://www.sucss.illinois.gov/pages/classspec/default.aspx.

Application Procedures & Deadline Information

Applications must be received by 6:00 pm (Central Time) on July 9, 2024. Apply for this position using the Apply Now button at https://jobs.illinois.edu posting, and upload your cover letter, resume (months and years of employment must be included), and names/contact information for three professional references. Please remember to include specific details on how you meet the qualifications of the position in your application materials, including all relevant experiences. In order to be considered as a transfer candidate, you must apply for this position. Applications not submitted through https://jobs.illinois.edu will not be considered. If required by the position, transcripts or other documentation of credentials are to be provided no later than the first day of employment. For further information about this specific position, please contact lascollegehiring@illinois.edu. For questions regarding the application process, please contact 217-333-2137.

The University of Illinois must also comply with applicable federal export control laws and regulations and, as such, reserves the right to employ restricted party screening procedures for applicants.

The University of Illinois System is an equal opportunity employer, including but not limited to disability and/or veteran status, and complies with all applicable state and federal employment mandates. Please visit Required Employment Notices and Posters to view our non-discrimination statement and find additional information about required background checks, sexual harassment/misconduct disclosures, and employment eligibility review through E-Verify.

Applicants with disabilities are encouraged to apply and may request a reasonable accommodation under the Americans with Disabilities Act (2008) to complete the application and/or interview process. Requests may be submitted through the reasonable accommodations portal, or by contacting the Accessibility & Accommodations Division of the Office for Access and Equity at 217-333-0885, or by emailing accessibility@illinois.edu.

Requisition ID: 1025053
Job Category: Administrative
Apply at: https://jobs.illinois.edu