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Financial Coordinator - Hybrid

Job Summary

The Financial Coordinator is responsible for assisting the unit in financial reporting needs for the Office of Technology Management (Urbana). Responsible for assisting with business operations and functions including finance, accounting, reporting, resource allocation and other business matters.

Duties & Responsibilities

  • Initiate, monitor and fully execute Proceeds Distribution Agreements (PDA) by direction of Compliance. This includes entering the PDA record in the Sophia database. Drafting the Agreement and following-through via email to full execution. Fully executing the Agreement in Sophia and adding it to the OTM Shared-Drive. Updating the Creator Contact records in Sophia post-execution which includes assisting in getting information updated in other systems as well (including sending VIF's, BANNER, and Chrome River). Forwarding the fully executed PDA to all signature parties including the Finance Team and Tech Manager.
  • Save and enter data for all legal bills that come in and prepare them for Patent Office review.
  • Sort and route all incoming emails accordingly for the Finance Inbox and OTM Urbana Patent Invoices Inbox.
  • Generate and respond to communications regarding financial responsibilities.
  • Assist with generating invoices monthly, gather all supporting documents, and email them to licensees.
  • Email 30/60/90-day reminders for all past-due invoices to licensees accordingly.
  • Generate invoices requested by Compliance and email to licensees.
  • Build Distribution Report and Reconciling which includes generating monthly distribution reports, assisting with monthly reconcile process and reviewing the legal invoice feeder for accuracy.

Minimum Qualifications

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. (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.)

Knowledge, Skills and Abilities

  • Strong verbal and written communication skills.
  • Demonstrated attention to detail.
  • Strong organizational and time management skills.
  • Interpersonal skills to establish and maintain effective working relationships within the University and with outside corporations and organizations.
  • Knowledge of creating and analyzing reports.

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. Salary is commensurate with experience.

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 (CST) on October 23, 2023. 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 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 Amanda at 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

Requisition ID: 1020643
Job Category: Administrative
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