Business Administrative Associate

UIS Observer; Springfield (IL); Sur place; USD 46 000 - 57 000; Plein temps

Résumé du poste

University of Illinois Springfield is seeking a CHST Business Administrative Associate to support fiscal planning, budgeting, financial reporting, and fund management for the Dean's Office and academic units.

The role includes travel arrangements, budget tracking, and coordinating with central offices to ensure compliant financial processes. Strong attention to detail and communication are essential, with experience in higher education finance preferred.

Qualifications

• Bachelor's degree in business administration, management, or a related field.
• Two (2) years of professional business, financial, and/or managerial work experience.
• Master’s Degree may substitute for one year of experience.
• Experience with fiscal planning, budget monitoring, reconciliations, purchasing, financial reporting, or business operations in complex environments.
• Experience preparing budget projections, variance reports, or fund-balance summaries.
• Experience with enterprise financial systems, procurement systems, HR/payroll data, or similar platforms.
• Experience supporting multiple fund types (operating, personnel, gift, grants, contracts).
• Experience providing fiscal support to faculty or unit leaders.
• Experience with grant, contract, or sponsored-project fiscal tracking.
• Strong Excel skills; ability to develop dashboards, checklists, and reports.
• Experience developing internal procedures and tracking tools.

Responsabilités

• Coordinate and support college-level fiscal planning across funds; prepare budget tracking tools and projections.
• Monitor spending activity, fund balances, commitments, and year-end balances; assist with budget planning.
• Review, track, and resolve financial transactions; support purchasing, reimbursements, transfers, and journal vouchers.
• Maintain organized fiscal documentation for audits and reviews; track approvals and budget availability.
• Serve as a fiscal and business operations resource for the Dean's Office and units; improve procedures and dashboards.
• Coordinate travel arrangements for faculty and staff; process expense reports.
• Provide limited grant and contract fiscal coordination, tracking spending and deadlines.
• Support special projects, data requests, and fiscal analyses as assigned.

Connaissances

Fiscal planning

Budget monitoring

Financial reporting

Budget projections

Spreadsheets

Process improvement

Communication

Collaboration

Formation

Bachelor's degree in business/related field

Outils

Enterprise financial systems

Procurement systems

HR/payroll data systems

Microsoft Excel

Description du poste

About UIS: Located in the state capital, the University of Illinois Springfield is one of three members of the University of Illinois system. The University serves more than 4,000 students in 44 graduate and 56 undergraduate programs. You are encouraged to visit the university web page at http://www.uis.edu .

Minimum Starting Salary:$51,500

Job Summary:

The CHST Business Administrative Associate provides college-level support for fiscal planning, budget tracking, financial reporting, business operations, and fund management. This position supports the Dean's Office, academic units, faculty, and staff by arranging faculty and staff travel, monitoring budgets, tracking expenditures, preparing projections, supporting purchasing and transaction workflows, and producing timely financial analyses.
The position serves as a key fiscal and business resource for CHST, helping ensure that college funds are planned, monitored, and used effectively. The role also provides limited grant and contract fiscal coordination, including tracking sponsored-project expenditures, assisting with grant budget monitoring, supporting financial reporting needs, and coordinating with campus sponsored-program, grants-accounting, purchasing, and business offices.
This position requires strong attention to detail, sound fiscal judgment, excellent organizational skills, and the ability to communicate financial information clearly to faculty, administrators, and staff.

Duties & Responsibilities:

Fiscal Planning, Budget Monitoring, and Financial Reporting : Coordinate and support college-level fiscal planning across operating, personnel, gift, grant, contract, and other fund sources; prepare, maintain, and update budget tracking tools, financial reports, fund summaries, and projections for the Dean's Office and CHST units; monitor spending activity, fund balances, commitments, encumbrances, and projected year-end balances; analyze budget trends, identify potential fiscal concerns, and provide information to support college-level planning and decision-making; prepare routine and ad hoc financial reports for the Dean, associate deans, chairs/directors, program leads, and other college administrators; assist with annual budget planning, mid-year reviews, fiscal year-end activities, and other recurring college budget processes; and support planning for salary, operating, equipment, travel, strategic initiative, and other college-level expenditures.

Budget Execution, Reconciliation, and Transaction Support : Review and track financial transactions to ensure accuracy, proper fund use, and timely resolution of discrepancies; support purchasing, reimbursements, transfers, journal vouchers, procurement-card activity, travel-related transactions, and other business processes; monitor and approve transactions and expenditures for compliance with university, campus, college, and fund-source requirements; coordinate with campus business, finance, purchasing, HR/payroll, and accounting offices to resolve fiscal and transaction-related issues; maintain accurate and organized fiscal documentation to support internal review, audit needs, and continuity of operations; track pending transactions, commitments, and approvals to ensure timely budget execution; and assist CHST units with routine fiscal questions, account information, transaction status, and budget availability.

College Business Operations and Administrative Fiscal Support : Serve as a fiscal and business operations resource for the CHST Dean's Office and academic units; help develop, document, and improve internal procedures for budget tracking, reconciliations, purchasing workflows, reporting calendars, and financial documentation; support consistent college-level business practices across departments, programs, and administrative units; assist with on-boarding or guiding faculty and staff on fiscal processes, purchasing procedures, reimbursement expectations, and budget tracking practices; coordinate business operations activities that intersect with finance, personnel budgeting, procurement, contracts, grants, and college administration; and support special projects, internal reviews, data requests, and fiscal analyses as assigned.

Faculty College Business Operations and Administrative Fiscal Support : Serve as travel arranger for all faculty, administrators, and staff in the college; arrange and ensure all such business travel follows the travel policies and procedures set by both the university and the U of I system; and create and process expense reports for any such travel purchases.

Grant and Contract Fiscal Coordination : Provide limited fiscal coordination for CHST grants and contracts, with emphasis on budget tracking, expenditure monitoring, reporting support, and communication with faculty and central offices; assist principal investigators and college leadership by monitoring sponsored-project spending, available balances, budget categories, and projected expenditures; help track grant and contract deadlines related to financial reporting, budget periods, closeout, renewals, and other fiscal milestones; assist with gathering and organizing financial information needed for sponsored-project reports, budget revisions, no-cost extension requests, or closeout preparation; coordinate with sponsored programs, grants accounting, contracts, purchasing, and other campus offices on routine grant and contract fiscal matters; maintain internal tracking tools for active CHST grants and contracts to help the college monitor award status, spending trends, and upcoming fiscal deadlines; and elevate complex compliance, sponsor-specific, proposal, contract, or financial-management questions to the appropriate campus office.

Process Improvement, Documentation, and Special Projects : Identify opportunities to improve fiscal tracking, reporting, communication, and workflow efficiency within CHST; develop or maintain dashboards, spreadsheets, templates, checklists, and other tools to support budget monitoring and decision-making; support documentation of standard operating procedures for college fiscal and business processes; participate in special projects related to fiscal planning, resource allocation, budget analysis, process improvement, or college operations; and perform other related duties as assigned.

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.)
3. Based on position requirements, additional education, training, and/or work experience in an area of specialization inherent to the position may be required.

• Experience with fiscal planning, budget monitoring, reconciliations, purchasing, financial reporting, or business operations in higher education, public-sector, nonprofit, healthcare, or other complex administrative environments.
• Experience preparing budget projections, variance reports, fund-balance summaries, or other financial analyses.
• Experience working with enterprise financial systems, procurement systems, HR/payroll-related fiscal data, or similar administrative platforms.
• Experience supporting multiple fund types, such as operating funds, personnel budgets, gift funds, grants, contracts, restricted funds, or project-based funds.
• Experience providing fiscal support to faculty, academic administrators, program directors, or unit leaders.
• Experience with grant, contract, or sponsored-project fiscal tracking.
• Strong spreadsheet skills, including formulas, reconciliations, projections, pivot tables, and recurring financial reports.
• Experience developing internal procedures, tracking tools, dashboards, checklists, or process documentation.

Knowledge, Skills & Abilities:
Strong fiscal, analytical, and organizational skills.
Ability to monitor budgets, identify discrepancies, track spending trends, and prepare accurate financial reports.
Ability to manage multiple deadlines, recurring processes, and competing priorities with accuracy and discretion.
Strong attention to detail and commitment to timely follow-through.
Ability to interpret and apply university, campus, college, and fund-source policies and procedures.
Ability to communicate financial information clearly to individuals who may not have finance or budget backgrounds.
Ability to work collaboratively with faculty, staff, administrators, and central campus offices.
Ability to maintain confidentiality and exercise sound judgment when working with budget, personnel, and financial information.
Ability to improve processes, organize complex information, and create practical tools for tracking and reporting.
Proficiency with Microsoft Excel or similar spreadsheet software.

Employment Policies and other information:

Failure to accurately describe work experience, or failure to submit college transcripts may result in an applicant not being admitted to the exam.

The University of Illinois System is an equal opportunity, affirmative action employer dedicated to building a community of excellence, equity, and diversity. We are committed to fostering an inclusive environment and we welcome applications from qualified individuals of all backgrounds and identities. The University of Illinois System does not discriminate against any applicant or employee based on their real or perceived race, color, religion, sex, national origin, ancestry, age, order of protection status, genetic information, marital status, disability, sexual orientation including gender identity, unfavorable discharge from the military or status as a protected veteran and will comply with all federal and state nondiscrimination, equal opportunity and affirmative action laws, orders and regulations. Visit University of Illinois Non-Discrimination Statement

The University of Illinois System conducts background checks on all job candidates upon acceptance of a contingent offer of employment. Convictions are not a bar to employment. Background checks will be performed in compliance with state and federal law.

The University of Illinois System requires candidates selected for hire to disclose any documented finding of sexual misconduct or sexual harassment and to authorize inquiries to current and former employers regarding findings of sexual misconduct or sexual harassment. For more information, visit Policy on Consideration of Sexual Misconduct in Prior Employment .

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.

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.

UIS employment in this role is not covered by Social Security, and instead, is covered by the State University Retirement System.

• You will not pay Social Security taxes and your earning will not be on your Social Security Record. (Your record will, however, show your Medicare wages.
• Your pension from the State Universities Retirement System may affect the amount of your:

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 by contacting UIS HR at [e-mail] or call 217-206-6652.

***Please Note: All postings close at 5:00pm CST on the posting close date.***

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.

The University of Illinois at Springfield Annual Security and Fire Safety Report
The University of Illinois Springfield Annual Security and Fire Safety Report is available. This report includes statistics from the previous three years concerning reported crime that occurred on campus, in certain off-campus buildings or property owned or controlled by the University of Illinois Springfield campus and statistics for fires in on-campus student housing. The report also includes institutional policies concerning campus security and other safety information along with fire safety policies and procedures. To access the report online: http://www.uis.edu/about/overview/safety/

To obtain a hard copy: University Police Department, University of Illinois Springfield, One University Plaza, MS PDB1, Springfield, IL 62703-5407

University of Illinois at Springfield . One University Plaza . MS HRB30 . Springfield, Illinois 62703 . 217-206-6652. www.uis.edu/humanresources