Business/Administrative Associate (5010)

Under the general direction of the Associate Provost for External Relations and Chief Operating Officer of the Behavioral Health Workforce Center (BHWC), the Business/Administrative Associate serves as a technical and administrative resource for business operations pertaining to grants, contracts, subcontracts and related activities necessary to sustain the work of the Illinois Behavioral Health Workforce Center and other community-based outreach programs within the Department of Psychiatry.

Administration: 100%

1. Oversee contract management activities of the Illinois Behavioral Health Workforce Center and other community-based outreach programs within the Department of Psychiatry. Contracts will vary in types and complexities including grants, purchasing agreements, service agreements, intergovernmental cooperative agreements, affiliation agreements, research and training agreements, and others.
2. Maintain a thorough understanding of programmatic activities to ensure contractual provisions accurately align with program operations.
3. Apply knowledge of varying contract development processes across internal offices. Prepare contract language directly or submit required information in the appropriate format to facilitate contract drafting by the responsible office.
4. Exercise informed judgment when determining whether engagements require an honorarium, contract, or subcontract, and manage the related compliance requirements, including supporting documentation in accordance with state and university policies.
5. Manage and monitor contracts through the institutional review, approval and signatory process. Serve as the primary point of contact for inquiries. Identify, troubleshoot, and resolve contractual or procedural issues that could delay contract execution.
6. Maintain oversight of contract timelines, including effective and expiration dates. Provide advance notice of upcoming renewals and advise on the need for contract amendments based on programmatic changes.
7. Build effective relationships and collaboration with internal department in the preparation, review and implementation of contracts. Engage the appropriate office based on contract type, scope, and requirements.
8. Interpret and apply policies, rules and regulations of the state and university as they relate to the program work and associated contract language. Work with legal counsel and compliance staff to interpret complex laws and rules as they relate to contracting and healthcare.
9. Establish and maintain a comprehensive filing and tracking system that documents communications, decisions, actions taken, and project status to ensure a complete record from contract initiation through execution.
10. Provide guidance and training to internal staff on contract-related requirements, including timelines and information needed to support contract development, review and implementation.
11. Implement policies and procedures to ensure contracts are processed in a timely manner. Work with internal university departments to make suggestions for workflow improvements.
12. Assist the Director of Partnership Development with budget preparation and expenditures of program funds and revenue appropriations when needed.
13. Contribute to the development and implementation of programs, objectives, and/or long-range planning for expansion and sustainability of the Behavioral Health Workforce Center and other community-based outreach programs.
14. Initiate documentation necessary for the Business Manager's processing of purchase requisitions, purchase orders and invoices. Track progress of high priority submissions.
15. Participate in bi-weekly administrative meetings with the Department of Psychiatry fiscal staff.
16. Oversee personnel functions such as drafting position descriptions, submitting personnel requisitions and participating in the interview and selection process. Monitor vacancy requisitions and address any questions or delays in filling a position.
17. Communicate updates to applicable policies, processes, and procedures to department staff to ensure compliance and efficient program operations.
18. Represent the department at various meetings, conferences, and/or committees.

CREDENTIALS TO BE VERIFIED BY PLACEMENT OFFICER

1. Bachelor's degree in public administration, business administration, health administration, legal studies, management, or a related field.
2. Five (5) or more years of professional-level, relevant experience in state government, an institution of higher education, healthcare setting, legal setting, or congruent or complementary work environment.

Note: **Master's Degree in an area consistent with the duties of the position may be substituted for one (1) year of work experience.

Knowledge, Skills and Abilities (KSAs)

1. 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.
2. 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.
3. Knowledge of technology including electronic equipment, computer hardware and software, and their applications.
4. Knowledge of basic arithmetic, algebra, statistics, and their applications.
5. Ability to identify complex problems and review related information to develop and evaluate options and implement solutions.
6. Ability to work collaboratively and communicate effectively as appropriate for the needs of the audience.
7. Ability to work independently and effectively organize and prioritize multiple tasks.
8. Ability to analyze and develop guidelines, procedures and systems to outline specific goals and implement plans to prioritize, organize, and accomplish tasks.
9. Ability to manage a budget and work within the constraints of that budget.
10. Ability to analyze, interpret, and explain work related documents, policies, and procedures.

Condition of Employment

Pursuant to the State Universities Civil Service System, an out-of-state resident who is hired into this position must establish Illinois residency within 180 calendar days of their start date.