Business and Finance Specialist \- Carl R. Woese Institute for Genomic Biology
Carl R. Woese Institute for Genomic Biology
The Carl R. Woese Institute for Genomic Biology (IGB) is an interdisciplinary research institute at the University of Illinois Urbana\-Champaign, built on a team\-science approach. Its mission is to advance life sciences research, engage the public in understanding the impact of genomic discoveries, and foster bioeconomic development across Illinois. IGB researchers lead groundbreaking genomic studies that tackle critical societal challenges in food security, energy, health, technology, and environmental sustainability. The institute’s administrative infrastructure is designed to support dynamic research themes, enabling them to evolve with emerging discoveries, innovative methods, and changing needs.
Job Summary
The Business and Finance Specialist provides comprehensive financial, procurement, and customer service support to ensure efficient business operations. This role manages self\-supporting funds, facilitates procurement and contract processes, and delivers high\-quality service and guidance to faculty, staff, and external partners. The position requires strong analytical skills, attention to detail, and the ability to collaborate across multiple stakeholders to support organizational and operational goals.
Duties \& Responsibilities
- Account Management
- Procurement and Contract Management • Develop, review, and interpret contractual documents—such as maintenance agreements, consulting contracts, and travel and event agreements—and provide recommendations based on their terms • Act as a liaison between Principal Investigators, vendors, and relevant administrative units to support timely contract review and execution. • Support the end\-to\-end procurement process, including purchase orders, sole source justifications, solicitations, standing purchase orders (SPOs), contracts, non\-conforming orders, cancel\-and\-replace transactions, and vendor setup using systems such as iBuy, Contracts\+, Banner, and P\-Card. • Coordinate with Purchasing and Payables to resolve on\-hold or unpaid invoices and ensure timely vendor payments. • Process Electronic Vendor Information Forms to support vendor onboarding. • Assign fabricated equipment account codes for new research equipment and coordinate entity codes with accounting offices. • Identify and mitigate potential risks associated with contracts and procurement activities. • Maintain accurate, complete, and up\-to\-date procurement and contract documentation.
- Customer Service, Training, and Operational Support
- Knowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership techniques, production methods, and coordination of people and resources.
- Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, data entry, designing forms, and other office procedures and terminology.
- Knowledge of technology including electronic equipment, computer hardware and software, and their applications.
- Knowledge of basic arithmetic, algebra, statistics, and their applications.
- Ability to identify complex problems and review related information to develop and evaluate options and implement solutions.
- Ability to work collaboratively and communicate effectively as appropriate for the needs of the audience.
- Ability to work independently and effectively organize and prioritize multiple tasks.
- Ability to analyze and develop guidelines, procedures and systems to outline specific goals and implement plans to prioritize, organize, and accomplish tasks.
- Ability to manage a budget and work within the constraints of that budget.
- Ability to analyze, interpret, and explain work related documents, policies, and procedures.
+ Manage Ledger 3 self\-supporting funds, including billing processes using FBS billing software and Banner Feeder systems.
+ Complete internal and external billing in a timely manner; follow up with users to obtain valid CFOPs and ensure proper rebilling.
+ Monitor external invoices and track outstanding payments to ensure timely collection.
+ Prepare and distribute Ledger 3 financial reports and required annual factsheets in accordance with University guidance and deadlines.
+ Support fiscal year\-end closeout activities, including inventory and financial reporting.
+ Submit fund code requests for new Ledger 3 funds as needed.
+ Support auxiliary operations, tax reporting, and accurate recording and reconciliation of credit card transactions; Lead support for cash counts and deposits; provide support for month\-end change fund counts.
+ Support Assistant Director with Ledger 3 Self\-supporting rate calculations; maintain rate databases with current information.
+ Provide financial documentation (e.g., invoices, reports) to faculty, staff, and fund managers in a timely and professional manner.
+ Assist staff with compliance\-related processes, including special payments, deposits, wire transfers, ACH payments, and foreign national payments.
+ Provide procurement guidance and instruction to faculty and staff to ensure adherence to policies and procedures.
+ Support onboarding and training of business office staff in areas of expertise.
+ Assist in updating and maintaining business office procedures and process documentation.
+ Support departmental purchasing through P\-Card transactions and ensure timely reconciliation in Emburse in compliance with institutional policies.
+ Maintain organized records and ensure work is completed accurately, efficiently, and on schedule.
+ Provide backup coverage for in\-person business office operations as needed.
+ Perform additional duties as assigned to support departmental goals and organizational mission.
Additional Physical Demands
This position works in an office setting. After training period, the position may be eligible for a hybrid work schedule (3 days in office, 2 days remote).
Minimum Qualifications
1\.Bachelor's degree in business administration, management, or a field related to the position.
2\.Two (2\) years of professional business, financial, and/or managerial work experience. (NOTE: A Master’s Degree in an area consistent with the duties of the position may be substituted for one (1\) year (12 months) of work experience.)
Preferred Qualifications
3 years of contract experience and 1 year of Ledger 3 Self\-supporting Fund experience.
Knowledge, Skills and Abilities
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 5/25/2026\. The budgeted salary range for this position is $50,000 to $60,000\. Final salary offered will be determined by a thorough assessment of available market data, internal salary equity, candidate experience and qualifications, collective bargaining agreements, and budget constraints.
\\\This position is not eligible for any type of sponsorship for work authorization.\\\
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 May 14, 2026\. Apply for this position using the Apply Now button at the top or bottom of this posting. 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 Jana Lenz at janalenz@Illinois.edu. For questions regarding the application process, please contact 217\-333\-2137\.
At the University of Illinois Urbana\-Champaign — the state’s flagship public university and one of the world’s leading research institutions — every staff member helps shape what’s next. Founded in 1867, Illinois is home to a vibrant community of 59,000 students from all 50 states and 129 countries, supported by 15 colleges and instructional units, more than 20 research institutes, and one of the most comprehensive student service ecosystems in the nation. Whether you’re empowering first\-generation students, fueling breakthrough innovation, or strengthening communities across Illinois and beyond, your work here has a far\-reaching and deeply meaningful impact. The university offers a highly competitive benefits package designed to support your well\-being, growth, and financial security. Join a top 10 public university that has launched over 330 startups and continues to redefine excellence — where the Illinois Value Proposition ensures that your contributions are recognized, your potential is nurtured, and your career can thrive.
Champaign\-Urbana
Artificial Intelligence (AI) tools may be used in some portions of the candidate review process for this position; however, all employment decisions will be made by a person.
This position is intended to be eligible for benefits. This includes Health, Dental, Vision, Life Insurance, a Retirement Plan, Paid time Off, and Tuition waivers for employees and dependents.
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. Accommodations may also be requested on the basis of pregnancy, childbirth, and related conditions, or religion. Requests may be submitted through the reasonable accommodation portal, or by contacting the Office for Access \& Equity at 217\-333\-0885, option \#1, or accessibility@illinois.edu.
Requisition ID: 1036124
Job Category: Professional and Administrative
Apply at: https://jobs.illinois.edu