Business Services Specialist - School of Music

Business Services Specialist/Business Services Coodinator
School of Music
College of Fine and Applied Arts

University of Illinois Urbana-Champaign

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.

B 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
• (Coordinator level) Serve as the manager reviewer and delegate for unity P-Card and T-Card transactions and expense reimbursements in Emburse to ensure compliance with corporate card and reimbursement policies.
• (Coordinator level) Responsible for cash handling procedures. This includes the biennial process audit, cash receipts, and deposits with USFSCO.
• (Coordinator level) Prepare journal vouchers for cost transfers, corrections, and billings.

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. Work with constituents ahead of time to ensure all documentation is gathered beforehand to ensure timely processing.
• 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.
• Assist with processing Revenue Generating agreements and Facilities Use Agreements
• (Coordinator level) Supervise the Business Services Specialist.
• (Coordinator level) Assist with developing and maintaining various Standard Operating Procedures for the School of Music Business Office to support efficient departmental business operations and alignment with university policies and procedures.
• (Coordinator level) Prioritize requests, manage competing deadlines, and identify issues requiring escalation to the Assistant Director of Finance.
• (Coordinator level) Serve as back-up to the Assistant Director for Business Services with regards to all purchasing functions withing the Business office.
• (Coordinator level) Attend campus meetings and trainings as needed to maintain knowledge of policies and systems.
• (Coordinator level) Train faculty and staff on changes in procedures or as new systems are implemented with regards to travel, reimbursement, and purchases.
• (Coordinator level) Oversee and approve all student payments as per university policy and matrix guidance. This includes DAWS and SAR payments.

Minimum Qualifications

Business Services Specialist

• Bachelor's degree in business administration, management, or a field related to the position.
• Two (2) years of professional business, financial, and/or managerial work experience.

Business Services Coordinator

• Bachelor's degree in business administration, management, or a field related to the position.
• Three (3) years of professional business, financial, and/or managerial work experience.

PreferredQualifications

Business Services Specialist

• Two years of professional experience which included processing vendor forms, service agreements, requisitions, non-conforming orders, direct payments, facilities use agreements and credit card purchasing.
• Direct experience and knowledge of University of Illinois business and accounting systems including Banner, iBuy, Contracts+, Emburse, P-card, T-Card, Foreign National Payments, UPS/Campus Ship, Carpool, DAWS, My-UI Financials
• Demonstrated experience in Generally Accepted Accounting Principles (GAAP) and/or business practices and procedures
• Demonstrated experience with Microsoft Office Suite (i.e. Excel, Outlook, and Word)
• (Coordinator level) Three years of professional experience which included processing vendor forms, service agreements, requisitions, non-conforming orders, direct payments, facilities use agreements and credit card purchasing.
• (Coordinator level) Demonstrated experience writing policies and procedures.

Business Services Coordinator

• Three years of professional experience which included processing vendor forms, service agreements, requisitions, non-conforming orders, direct payments, facilities use agreements and credit card purchasing.
• Direct experience and knowledge of University of Illinois business and accounting systems including Banner, iBuy, Contracts+, Emburse, P-card, T-Card, Foreign National Payments, UPS/Campus Ship, Carpool, DAWS, My-UI Financials
• Demonstrated experience in Generally Accepted Accounting Principles (GAAP) and/or business practices and procedures
• Demonstrated experience with Microsoft Office Suite (i.e. Excel, Outlook, and Word)
• Three years of professional experience which included processing vendor forms, service agreements, requisitions, non-conforming orders, direct payments, facilities use agreements and credit card purchasing.
• Demonstrated experience writing policies and procedures.

Knowledge, Skills and Abilities

• In-depth knowledge of university business procedures, Banner Finance modules, Emburse system including knowledge of university travel rules and regulations, allowable costs, and purchasing rules and regulations.
• Ability to prioritize/organize workload to meet deadlines and provide accurate data and services.
• Ability to work under pressure and maintain accuracy while being flexible and handling multiple tasks simultaneously; sometimes unexpectedly and/or on a short deadline.
• Ability to interact with and communicate effectively with both internal and external stakeholders (faculty, staff, students, visitors, vendors, companies, agencies).
• Excellent communication skills.
• Ability to work with minimum supervision.

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 the close of the search. The budgeted salary range for the position is $49,000-$54,000 annually for the Specialist level and $54,000-$59,000 annually for the Coordinator level. We strive to provide a competitive salary, considering factors such as available market data, internal equity, candidate experience and qualifications, collective bargaining agreements, and budget constraints. The final salary offer will be determined through a thorough assessment of these elements. Work authorization sponsorship is not available for this position.


For more information on Civil Service classifications, please visit the SUCSS web site at
Application Procedures & Deadline Information

Applications must be received by 6:00 pm (Central Time) on June 25th, 2026. Apply for this position using the Apply Now button at the top or bottom of this posting. Application materials should include a cover letter, a current resume, and contact information for at least three professional references. In order to be considered as a transfer candidate, you must apply for this position. Applications not submitted through 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 Micki Hallam, HR Generalist, View email address on click.appcast.io. For questions regarding the application process, please contact View phone number on click.appcast.io.

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 View phone number on click.appcast.io, option #1, or View email address on click.appcast.io.

Requisition ID : 1036473
Job Category : Professional and Administrative
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