Business Services Specialist / Business Services Coordinator

Job Summary

The Business Services Specialist/Business Services Coordinator provides comprehensive support for procurement, payment operations, and university card processing within the School of Music. This position requires professional judgement, discretion in performing and coordinating various business functions for the School of Music. They will also ensure relevant campus, college, and school policies are applied in all business operations.

Duties & Responsibilities

Purchasing and Vendor Support

• Serve as the procurement resource person to School of Music faculty, staff, and students. Advise faculty and staff on the Illinois Procurement Code and all applicable policies and procedures related to procurement.
• Responsible for the purchase of goods and services and contracts using iBuy, Contracts+, and P-Card including sponsorship payments, processing non-conforming orders, and direct payments in Emburse
• Purchase airfare and lodging and travel related expenses for faculty, staff, and students.
• Process Foreign National vendor payments.
• Review and confirm that payments to vendors are timely and in accordance with agreements including processing special payment requests.
• Coordinate with vendors to ensure Vendor Identification Forms are accurately completed, updated, and submitted to the Vendor Maintenance Department.
• Process honorarium payment and travel expense reimbursements through Emburse.

Business Support

• Prepare any applicable forms such as small purchase waivers, special payment forms, wire transfer forms, carpool, etc.
• 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.
• Serve as a delegate for unit P-Card and T-Card transactions and expense reimbursements in Emburse to ensure compliance with corporate card and reimbursement policies.
• Assist with processing Revenue Generating agreements and Facilities Use Agreements

Administrative

• Initiate all student payments as per university policy and matrix guidance. This includes DAWS and SAR payments.
• Administer foreign national payments for student prizes, travel awards, scholarships, etc. via the appropriate channels and forms with Payroll/Benefits and University Payables.
• Prepare and manage Cash Advances
• Serve as the primary user of UPS Campus Ship
• 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.