Business/Administrative Associate - Enrollment and Retention Management

University-of-Illinois-Springfiel; Springfield (IL); On-site; USD 35,000 - 50,000; Full time

Job summary

University of Illinois Springfield is seeking a Business/Administrative Associate for Enrollment and Retention Management. The role will lead financial operations, procurement, HR/payroll, and contracts while advising ERM leadership on budgetary planning and strategic finance.

The position requires a business degree and at least two years of relevant experience; a Master's can substitute for one year. It includes campus-wide liaison duties and compliance with university policies.

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.
• Master’s Degree may substitute for one year of experience.

Responsibilities

• Serve as Fiscal Officer for the Division of Enrollment and Retention Management and its units.
• Manage budgets, reconcile accounts monthly, and present financial status reports.
• Coordinate with Purchasing and Office of Research on contracts and purchasing.
• Handle HR transactions including new hires, job changes, and separations; approve timesheets.
• Oversee accounts payable/receivable and ensure timely revenue collection.

Skills

Budget management

Financial analysis

HR management

Procurement

Contract management

Record keeping

Leadership

Education

Bachelor's degree in business administration, management, or a field related to the position

Tools

Banner

Excel

Outlook

Job description

Business/Administrative Associate - Enrollment and Retention Management

Business/Administrative Associate - Enrollment and Retention Management

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:$30.76 per hour / 7.5 hour workday

Summary:

Provide ongoing analysis, reporting and advisement to the Vice Chancellor for Enrollment and Retention Management and ERM leadership to accomplish enrollment and recruitment decisions in achieving strategic goals. This position will direct and manage all business operations, including finance, record management, procurement, contract management, and human resource/payroll functions for Enrollment and Retention Management and its units. Serves as a liaison to other units on campus for all HR and Finance matters.

Duties & Responsibilities:

Serves as Fiscal Officer for the Division of Enrollment and Retention Management and all of its units; Serves as first point of contact for all budget requests; Maintains fiscal responsibility for the units including monthly reconciliation of accounts and provides periodic reports and presentations on the status of the budgets to ERM Leadership and Campus Budget and Planning Committee; Leads strategic planning initiatives for the division by preparing multi-year budget forecasting, scenario planning, and financial analysis to support ERM leadership decisions. Partners with Campus Budget Office in the development of budgets. These include state, gift, grant, allowance, and self-supporting fund.

Coordinates with Purchasing Office and Office of Research and Administration on the creation, negotiation, and execution of all contracts for Enrollment and Retention Management. Reviews all contracts for ERM Division and negotiates pricing and terms of agreement to ensure best purchase price available. Serves as liaison between UIS and external vendors in the execution of all agreements with ERM; Serves as Purchasing agent for division following all state and university policies to make all purchases using Purchase orders and/or university credit cards, or other approved methods.

HR management - Manages personnel issues in collaboration with units including hiring, evaluation, and dismissal processes. This position will also perform all HR personnel transactions including new hires, job changes, and separations; oversees the approval of time sheets and submits pay adjustments as necessary for Civil Service and student workers.

Serves as Department Card Manager for P-Card and T-Card users. This includes working with System Card Services to issue cards, monitor and ensure compliance with university purchasing and credit card policies, and assisting staff with reconciliations; serves as charge code reviewer for credit card transactions which includes reviewing and approving all credit card charges for the unit.

Manages Accounts Payable and Accounts Receivable for Enrollment and Retention Management and ensuring that revenue is received and invoices are paid in a timely fashion. Reconciles student fees and submits reports monthly to the budget office to have funds transferred to ERM.

Manages Immigration document renewals and maintenance processes for ERM staff.

Serves as advisor to unit staff on university developments, policies, and regulations related to budget, strategic and fiscal planning, procurement guidelines, etc. BAA also is administratively responsible for ensuring unit compliance with federal, state, and university regulations, including Protection of Minors act, NCAA regulations, fiscal regulations, and appropriate use regulations. Serves as Campus Security Liaison and represents ERM on various finance and business-related committees including University Planning and Budget Committee and Commencement Committee.

Manages equipment, supplies, and facilities. This includes inventory of equipment and supplies, processing surplus and disposal requests, and submitting work orders for maintenance of ERM workspaces.

Serves as Finance/Human Resources Unit Security Contact for the ERM division granting and maintaining access to all university HR and financial systems and platforms in compliance with internal controls and other applicable policies.

Other 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.

Preferred Qualifications:
Required to be seated at a computer/desk 6-7 hours per day.
Required to bend and lift up to 25 pounds on an intermittent basis.
Must be able to travel the distance across campus as needed.
Experience with budgets and/or financial operations in a higher education environment, including international transactions.
Familiarity with confidential record-keeping and adherence to campus, state, national confidentiality policies, as well as state ethics policies including compliance and FERPA regulation.
Experience with Banner, Excel, and Outlook

Knowledge, Skills & Abilities:
Knowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership techniques, production methods, and coordination of people and resources.
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 manage a budget and work within the constraints of that budget.
Ability to analyze, interpret, and explain work related documents, policies, and procedures.

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