Business/Administrative Associate - Athletics

UIS Observer; Springfield (IL); On-site; USD 47,000 - 58,000; Full time

Job summary

The University of Illinois Springfield (UIS) Athletics Department seeks a Business/Administrative Associate to manage the department's business, financial, and administrative operations. This role serves as the first-line resource for internal and external constituents, supporting budgeting, reporting, procurement, and compliance with NCAA and GLVC guidelines.

Responsibilities include coordinating budget data for 18 NCAA Division II sports, overseeing contract management and travel arrangements,

Qualifications

• Bachelor's degree in business administration, management, or a related field is required.
• Two years of professional business, financial, and/or managerial experience is required.
• Master's degree may substitute for one year of experience or additional education may be required based on the role.

Responsibilities

• Coordinate business and fiscal operations for the UIS Athletics Department, including PO processing and expense reporting.
• Prepare and reconcile budgets for 18 NCAA Division II sports with leadership input.
• Manage contract negotiations and contract administration using university systems.
• Generate and analyze monthly financial reports to guide strategic decisions.
• Coordinate personnel functions, including job postings, onboarding, and compliance with university policies.
• Provide administrative and financial support to the division during peak periods and audits.

Skills

Budgeting

Financial reporting

Contract management

Procurement

HR software

Education

Bachelor's degree in business administration/management or related field

Tools

Banner

iBuy

Emburse

FabWeb

JDXpert

Cornerstone

HRFE

Contracts+

Job description

Posting Category:

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: $52,421.85 annually

Summary:
The Business/Administrative Associate manages the business, financial, and administrative operations of the Department of Athletics. This position serves as the first-line resource to internal and external constituents providing administrative support that includes a broad range of complex responsibilities within Athletics. Participate in divisional business operations meetings, cross-training initiatives, procedure development, and process improvement efforts. Maintain working knowledge of business operations across multiple Student Affairs departments to ensure continuity of service and operational effectiveness.
Duties & Responsibilities:

• Coordinates the business and fiscal operations of the UIS Department on Athletics. Prepares and reconciles purchase orders and expense reports. Compiles budget data and documents based on estimated revenues, expenses, and previous budgets for 18 NCAA Division II intercollegiate sports, collaborating closely with leadership and utilizing specialized financial software to ensure accuracy and alignment with department and university goals.
• Coordinates reporting activities and assesses and delivers administrative reports. Directly responsible for mandatory NCAA Membership Financial Report and The Equity in Athletics Disclosure Act completed annually. The NCAA Financial Report is subject to agreed-upon procedures performed by a qualified independent accountant every three years. Responsible for the coordination of required external reviews.
• Facilitates contract negotiations and oversees contract management, working with Contracts+ and campus and system offices Coordinates department and team transportation, including the solicitation of bids and contracts. Ensures payment of game officials in Ref Quest. Prepare invoices for billing sponsors, integrating financial software tools to streamline processes and ensure accuracy.
• Participates in budget development and strategic fiscal planning. Analyzes financial data, including revenue trends and expense patterns, and prepares monthly reports summarizing findings and actionable recommendations to support data-driven decision-making and strategic planning.
• Coordinates personnel functions, including job postings and process oversight in JDXpert, Cornerstone, HRFE, and AVSL. Design and implement comprehensive search plans for vacant positions, ensuring alignment with organizational goals and leveraging advanced tools to attract top talent. Ensure search committee training and compliance with University policies. Coordinate on-boarding program.
• Coordinates the development and implementation of operational policies and procedures relative to the business and fiscal operations of the department. Monitors, researches, and distributes information regarding changes in policies, procedures, and requirements impacting the department.
• Provide administrative, financial, and operational support to other departments within the Division of Student Affairs during periods of increased workload, staff vacancies, special projects, audits, peak processing periods, and other operational needs. Collaborate with divisional business staff to ensure continuity of services and consistent application of fiscal and administrative procedures throughout the division.
• Acts as a technical and administrative resource and represents the department at meetings, conferences, committees, and CAMBA membership.
• Perform other duties at the lower level and as assigned or required.

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.

Preferred Qualifications:
Financial administrative work experience or business administrative experience in a college/university environment.
Familiarity with University of Illinois applications (e.g. Banner, iBuy, Emburse, FabWeb, JDXpert, Cornerstone, HRFE, Contracts+)

Knowledge, Skills & Abilities:
Proficiency with Microsoft Office applications and reporting tools, spreadsheets to maximize business efficiency
Excellent oral and written communication skills.
General knowledge of sports and working knowledge of basic sports vocabulary
Demonstrated ability in successful office teamwork –the kind of teamwork that could be applied to working with coaches and Athletics' staff
Ability to work independently and effectively organize and prioritize multiple tasks.
Ability to work flexible hours as required (e.g., some evenings and weekends for department events)
Acts with discretion and maintain a high level of confidentiality in response to sensitive matter.
Working knowledge of Athletics, National Collegiate Athletic Association (NCAA) bylaws, and/or Great Lakes Valley Conference (GLVC) policies.

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.

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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.

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