Posted: Jun 21, 2024
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Business/Administrative Associate

Full-time
Salary: $55,000.00 - $65,000.00 Annually
Application Deadline: Jul 9, 2024
Museum

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.

The Business and Administrative Associate 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 and 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 service,
    • represent the department at college and campus meetings focused on business and research functions as needed, and
    • 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, and
    • 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, and
    • 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, and
    • remain active in appropriate professional groups.

Required Qualifications:

  • bachelor’s Degree in business administration, management, or field related to the position,
  • a total of two (2) years of professional-level business, financial, and/or managerial experience, and
  • 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,
  • two (2) years of grant administration experience,
  • graduate of the University of Illinois Business Administrators Certification Program,
  • one (1) year of supervisory experience,
  • Illini Certified Research Administrator, and
  • experience working in post-secondary education, non-profit organizations, or museums.

Successful candidates will have the following:

  • 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, and
  • ability to manage a budget and work within the constraints of that budget.
  • ability to learn Museum policies and procedures.

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