Business Procurement Specialist - Carl R. Woese Institute for Genomic Biology

Business Procurement Specialist - Carl R. Woese Institute for Genomic Biology

Carl R. Woese Institute for Genomic Biology

Job Summary

Duties & Responsibilities

• Procurement and Contract Management
  • Facilitate procurement and contract activities for all Ledger 3 funds:
  ◦ Working closely with Principle Investigators and Administrative staff ensuring accuracy of purchases.
  ◦ Reviewing quotes, & requisitions for accuracy & completeness, ensuring compliance with University Policies, specific to Ledger 3 Self-Supporting Funds.
  • Review, interpret and facilitate contractual documents—such as maintenance agreements, Facility Use & Technical Testing 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.
• Finance
  • Support departmental purchasing through P-Card transactions and ensure timely reconciliation in Emburse in compliance with institutional policies.
  • Manager Reviewer for P & T Card transactions, ensuring accuracy of documentation and allowability is in compliance with University policies.
  • Serve as back-up support for daily cash counts and deposits, and month-end change fund counts.
• Customer Service, Training, and Operational Support
  • 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.
  • 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.

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

Five (5) years of demonstrated University procurement experience, working with Banner, iBuy, PCard, TCard, and Emburse.

Knowledge, Skills and Abilities

• 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 analyze, interpret, and explain work related documents, policies, and procedures.

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 8/24/2026. The budgeted salary 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 August 4, 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: 1037384
Job Category: Professional and Administrative
Apply at: https://jobs.illinois.edu