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Senior Associate Director of Business and Finance - Illinois Fire Service Institute
Illinois Fire Service Institute
The University of Illinois is a world leader in research, teaching, and public engagement. We serve the state, the nation, and the world by creating knowledge, preparing students for lives of impact, and addressing critical societal needs through the transfer and application of knowledge. As the statutory fire academy for Illinois, the Illinois Fire Service Institute (IFSI) serves firefighters throughout Illinois and the world. World-class instructors deliver more than 14,000 class hours to students online, on campus and at regional training centers throughout the state. IFSI is operated as a continuing education and public service activity by the University of Illinois.

PRIMARY POSITION FUNCTION/SUMMARY:

As the Chief Financial Officer, and serving on the Director's Leadership Management Team, guides the financial strategy and planning of the Illinois Fire Service Institute (IFSI), and maintains its fiscal stability. Includes overall responsibility for the strategic planning, implementation, managing, and running of all financial activities for IFSI. Executes all day-to-day operational and business functions of the Institute, preparing current financial reports and summaries, and creating forecasts predicting the Institute's future growth. Assumes policy-making authority in the absence of the Director and Deputy Director as appropriate.

DUTIES AND RESPONSIBILITIES:

Financial Administration, Forecasting and Reporting:

• Serves as the primary advisor to the Director for budgeting and related financial management, with authority for creating business functional processing and procedures to include Institute management and performance reports for the Institute Director and senior management team through ongoing analysis.
• Develop and manage all resources, budgets, and course costing.

• Provide leadership for the Institute's day-to-day operations, including its business and financial operations.
• Participate in the Director's Leadership Team to set goals and objectives for the Institute, budgeting, program execution oversight, resource planning, policymaking, and decision-making.
• Establish functional processes and procedures to support timely and relevant reports, analyses, and other content to Program Directors, Program Managers, and other key team members.
• Analyze and develop policies, processes, and procedures in keeping with the Institute's priorities and University guidelines.
• Provide support to the Institute's missions in research, education, outreach, and knowledge transfer.
• Manage short- and long-term fiscal planning and forecasting for the Institute. Develop the annual Institute's budget in close collaboration with the IFSI Director and others as necessary.
• Mentor and coach direct reports, delegating work streams effectively and holding team members to a high standard of excellence.
• Prepare various annual standard and ad hoc financial reports for the Institute.
• Maximize the use of Institute funding to achieve the Institute's goals and objectives.
• Review and manage (and establish as needed) internal systems, controls, processes, and procedures to ensure the integrity, accuracy, compliance, and usefulness of financial information and reporting.
• Act as liaison to campus, university departments, and external agencies. Participate on committees, including those regarding Financial Services, Internal Audits, and Sponsored Programs Administration. Represent IFSI on other Campus-level organizations and committees for all financial, grant, and human resources issues, including conflict management, Risk Management, cost analysis, and budgets.

Class Support Operations Administration:

• Oversee the fiscal management of the Class Support Operations.
• Oversee all confidential student information to ensure compliance with Federal, State, and University rules and regulations.

• Oversee the Class Support Operations Manager to ensure all aspects of class support operation objectives are met, including supervision of employees, Course Costing, keeping the cost matrix up to date, certifications and data required by the Office of the State Fire Marshall, and reconciliation of all class activities (Payroll, travel, and expenses).
• Oversee GI Bill funding and Scholarship Fund requests of student recipients.

Business/Operations Administration:

• Manage the business team. Supervise exempt and non-exempt civil service staff, including selection, promotion, training, discipline, coaching, mentoring, and performance evaluation.
• Oversee the team responsible for processing purchases, Travel Card/Purchasing Card, and business transactions.
• Oversee the Institute's procurement, accounts payable, and receivable operations to ensure compliance with applicable regulations, policies, and procedures, ensuring timely and efficient ordering and reimbursement processing.
• Manage and direct all budgeting activities including, but not limited to, advising staff, ensuring balanced budgets and ability to meet the Institute's financial and contractual obligations.
• Manage and direct the fiscal year-end closing process and ensure each new fiscal year is set up efficiently.
• Exercise professional judgment and discretion in preparing, reviewing, and analyzing consolidated financial statements for delivery on the Institute's web-based Staff Resource Center using SPARKEY, the University's BANNER, and other related databases and reporting tools.
• Provide authoritative, detailed professional and technical knowledge on financial analysis and technology tools, report generation, data collection systems, timetables, and related business operations.

Administration/Human Resources:

• Oversee the Institute's Human Resource Program, including policy development, implementation, and ongoing assessment of HR processes and initiatives to maximize the efficiency and effectiveness of resources while maintaining a high level of customer service.
• Review and approve the Institute's personnel appointments and ensure they are in accordance with the Institute's budget. Oversee and coordinate the processing of all Institute's appointments with the human resources staff.
• Interview, hire, train, and supervise administrative staff, which includes approving leave, performance evaluations, task delegation, etc.
• Exercise professional judgment and discretion in preparing, reviewing, and analyzing transactions related to the Institute's staffing resources, including hiring, affirmative action, and diversity.

Resource Operations/Inventory:

• Oversee IFSI's Resource Management System and all things pertaining to the U of Illinois Equipment Management system to support the management, accounting, and inventory of capital and consumable assets used to deliver classes statewide.
• Oversee the Biennial Inventory to ensure compliance with the University's policies and procedures.
• Oversee Records and Space Inventory Management to ensure compliance.

Research Administration:

• Oversee and direct all grant activity to include reporting, compliance, cost-share commitments, spend-downs, and close-out.
• Oversee the development of grant opportunities as they become available.
• Supervise the Grant Managers and Staff to ensure:
  • Investigators are assisted with managing their accounts, including assisting with their budgets and forecasting and advising on expenditure, allowing ability and use of the funds as necessary.
  • A strong working relationship is developed with the Sponsored Programs and Administration (SPA) Pre- and Post-Award Offices.
  • Sub-award agreements properly allocate funds to sub-awardees as determined by IFSI leadership and are implemented in a timely manner. Review sub-awardee invoices and authorize for payment. Ensure that invoicing/reporting from all sub-awardees complies with all applicable federal regulations and center requirements.
• Review sponsored project expenditures and ensure integrity, accuracy, and allowability of transactions following all applicable policies and procedures.

Contracts Administration:

• Manage and approve all external contracts and agreements.
• Work to ensure Contracts are approved and processed expediently to meet IFSI's customer's needs.
  • Coordinate with University Contracts Office to ensure IFSI's compliance with University and state requirements.
• Work closely with the University Contracts Office, Office of Technology Management, and the Payables Department for contract implementation.

Foundation Administration (Endowment and Gift Funds):

• Oversee and manage all gift funds and endowments to ensure the distribution of funds is in accordance with the donor's intent.

QUALIFICATIONS:

Required:

1. Master's degree in business administration, Finance, or Accounting.
2. Ten years of relevant financial, budgeting, or accounting experience.
3. Ten years of managerial or supervisory experience.
4. Five years of sponsored research administration experience.
5. Five years of experience working with state government entities.
6. Ten years' experience in managing both business and human resource operations.
7. Experience working collaboratively in a team environment.

Preferred:

1. Documented experience as a university unit Director of Budget and Finance.
2. Fifteen years of experience in fiscal oversight, business reporting, and/or financial analysis.
3. Ten years of experience performing various business operations duties, including new hire processing, accounting, payroll, and other areas.
4. Experience supervising a multi-disciplinary staff.
5. Illinois Certified Research Administrator, Illinois Certified Business Administrator.

KNOWLEDGE, SKILLS, AND ABILITIES:

• Excellent oral and written communication skills, including articulating complex messages to a diverse audience.
• Knowledge of University guidelines and procedures for general accounting, proposal processing, and grant administration.
• Strong creative, strategic, analytical, and organizational skills.
• Background in accounting principles and sponsored research pre/post-award and administration.
• Skills in and knowledge of developing and managing budgets and hiring, training, developing, supervising, and evaluating personnel.
• Commitment to working with shared leadership and in cross-functional teams.
• Knowledge of the operating procedures of various private and public funding agencies sufficient to permit quality interaction on administrative matters.
• Comprehensive understanding of University and College, goals and objectives.
• Familiarity with database development, management, and utilization.
• Ability to be self-supervised and anticipate recurring demands on one's time.
• Ability to consistently exercise sound independent judgment.
• Ability to manage conflicting demands on time and multiple tasks involving multiple co-workers; maintain and exhibit flexibility; work under pressure and meet tight deadlines.
• Ability to understand and accurately follow oral and written instructions.
• Ability to establish and maintain positive and effective work relationships with staff to perform required duties.
• Provide positive customer service to both internal and external customers.
• Perform effectively both independently and as part of a team.
• Sustain a positive, 'can-do' attitude and commitment to customer service for internal and external customers.
• Respond immediately to changes, demands, and workloads in a positive and pleasant manner.
• Perform duties with professionalism, individually and as a team member.
• Employs strategies and approaches to ensure and improve inclusion, diversity, and equity-based outcomes within the organization and across IFSI policies, programs, and services.
• Establish and maintain positive work relationships with those contacted to perform required duties.
• Interpret and apply IFSI policies, procedures, guidelines, rules, and regulations.

Appointment Information

This is a 100% full-time Academic Professional position, appointed on a 12-month basis. The expected start date is as soon as possible after November 16, 2023. Salary is commensurate with experience.

Application Procedures & Deadline Information

Applications must be received by 6:00 pm (CST) on Monday, October 9, 2023. Apply for this position using the Apply Now button at the top or bottom of this posting. Applications not submitted through https://jobs.illinois.edu will not be considered. For further information about this specific position, please contact Keri Frederick, klfreder@illinois.edu. For questions regarding the application process, please contact 217-333-2137.

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, COVID-19 vaccination requirement, 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. Requests may be submitted through the reasonable accommodations portal, or by contacting the Accessibility & Accommodations Division of the Office for Access and Equity at 217-333-0885, or by emailing accessibility@illinois.edu.

Requisition ID: 1020317
Job Category: Administrative

To apply, visit https://illinois.csod.com/ux/ats/careersite/1/home/requisition/8050?c=illinois







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