Duties & Responsibilities

Finance and Business Operations

• 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.
• Serve as the manager reviewer and or delegate for unit P-Card and T-Card transactions and expense reimbursements in Emburse to ensure compliance with corporate card and reimbursement policies.
• Coordinates and completes the preparation, review, and submission of a variety of financial and administrative forms, including small purchase waivers, special payment requests, wire transfer forms, carpool documentation, and other required paperwork, ensuring compliance with university procedures and deadlines.
• Assist the Assistant Director Finance with Revenue Generating Agreements and Facilities Use Agreements ensuring all departments have fulfilled the compliance requirements.
• Implement departmental cash handling procedures by conducting and documenting the biennial process audit, processing cash receipts, and coordinating deposits with USFSCO in compliance with university policies.
• Facilitates all cash advance activities, including preparation, processing, documentation, reconciliation, and follow-up, while ensuring accuracy, timely completion, and adherence to university policies and financial controls.
• Acts as the primary administrator and user of UPS CampusShip, coordinating departmental shipping needs and ensuring compliance with university shipping procedures.
• Administers and or approves student payment transactions, including payments to foreign nationals for student prizes, travel awards, scholarships, and other approved funding. Collaborate with Payroll & Benefits, University Payables, departments, and recipients to gather required documentation, determine the appropriate payment method, and ensure timely, accurate, and compliant processing in accordance with university policies and regulations.
• Provides backup support for the preparation and processing of journal vouchers related to cost transfers, financial corrections, and billings to ensure accurate fiscal operations and compliance with university procedures.
• 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.

Purchasing

• Manage, coordinate, and process a wide range of purchasing and contractual transactions for faculty, staff, and students, including vendor forms, service and artist agreements, requisitions, non-conforming orders, direct pays, financial sponsorships, honoraria, and corporate card purchases, ensuring compliance with university policies and procedures.
• Advise faculty and staff on the Illinois Procurement Code and all applicable policies and procedures related to procurement.
• Ensures timely and accurate payment of vendor invoices in compliance with contractual terms and university procedures, including the processing of special payment requests.

Administrative

• 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.
• Train faculty and staff on changes in procedure or as new systems are implemented with regards to travel, reimbursement, and purchases.
• Attend campus meetings and trainings as needed to maintain knowledge of policies and systems.
• Perform related duties as assigned, and act as back-up for others as needed.