Business Administrative Associate - Hybrid

University-of-Illinoi; Urbana (IL); Hybrid; USD 49,000 - 52,000; Full time

Job summary

University of Illinois System seeks a Business Administrative Associate for a hybrid role in University Payables. You will perform pre-pay audits, data entry in Emburse, iBuy, and Banner, and act as a liaison with campus units and external vendors.

The role requires a Bachelor's in business/admin and 2+ years in finance/management, with potential for Master's substitution. Salary ranges from $49,000 to $52,000 with benefits and growth opportunities.

Qualifications

• Bachelor's degree in business administration, management, or a related field.
• Two (2) years of professional business, financial, and/or managerial work experience.
• Note: a Master's Degree may substitute for one year (12 months) of work experience.

Responsibilities

• Perform pre-pay audit of invoices/expense reports and related data entry in Emburse, iBuy, and Banner systems to ensure compliance.
• Assist daily operations of University Payables; schedule and prioritize work, monitor progress and resolve rejects.
• Maintain professional relationships with campus units and act as liaison between customers and University Payables.
• Identify and implement Payables process improvements and help develop procedures for training.
• Research and analyze transactional data across Emburse, iBuy, and Banner systems to monitor payments.
• Participate in system testing for Payables upgrades as needed.
• Analyze vendor statements and determine action with vendors, departments, and campus purchasing.
• Represent University Payables in cross-functional meetings and committees.

Skills

Accounting principles

Organizational skills

Communication skills

Interpersonal skills

Independence

Education

Bachelor's degree in business administration/management

Tools

Banner Finance

Banner Document System (BDS)

iBuy

P-Card

T-Card

Chrome River

Job description

Business Administrative Associate - Hybrid

University Payables
- Hybrid

Posting Category:

Sponsorship for Work authorization is not available for this position.

Under the general supervision of a designated supervisor, independently perform a variety of complex technical and functional duties in University Payables.This position requires the ability to work effectively in a fast-paced environment where new challenges arise every day. Problem-solving, the ability to adapt and respond in a timely and professional manner, high attention to detail, and exercising good judgment are some of the skills that will lead to success. This is a team-oriented position that works collaboratively with a variety of units and departments both within University Payables and the University of Illinois, as well as with customers outside of the university. Providing quality customer service, the willingness to continuously improve, as well as a professional attitude and a willingness to learn, should be demonstrated while working in the best interests of the University of Illinois.The incumbent is expected to at all times observe standards of professional conduct and strive for ex

DUTIES AND RESPONSIBILITIES

• Perform pre-pay audit of invoices/expense reports and related data entry functions in the University's Emburse Enterprise system, online procurement and accounts payable (iBuy), and financial reporting (Banner) systems to ensure compliance with University, State, and Federal policies and regulations. Requires attention to detail and the use of independent judgment in policy interpretation. (45%)
• In conjunction with the Coordinator, participate directly in the daily operations of University Payables. Schedule and prioritize daily work assignments; monitor progress of daily activities to ensure that operational needs are met; monitor for, research, and resolve transactions requiring rework ('rejects'). (15%)
• Maintain a professional working relationship with University units on all campuses by serving as a subject matter expert and liaison between campus customers and University Payables to promote understanding of accounts payable policies and procedures. Identify University customers who may need special assistance and assist with problem resolution. (10%)
• Actively identify, investigate, and, with appropriate approval and direction, implement Payables process improvements. Contribute to the development of written procedures for both internal and external training needs. Participate in the formulation and implementation of policies/procedures related to Payables functions. (10%)
• Conduct research and analyze transactional data in the University's Emburse, iBuy, and Banner systems and in University Payables' operational reports and databases to monitor payment transactions for departments and vendors, and oversee research performed by personnel outside University Payables. (5%)
• As required and directed, actively participate in system testing for University Payables' system upgrades. (5%)
• Analyze vendor account statements and assess the extent to which invoices are in arrears. Conduct research of accounts and invoices in various systems and databases as necessary, and consult with vendors, departments, and/or Campus Purchasing Divisions to determine a course of action. (5%)
• Perform other duties appropriate for a Business/Administrative Associate classification, such as representing University Payables in cross-functional meetings and/or serving on various committees. Actively participate in and contribute to University Payables' meetings and activities. (5%)

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

• Knowledge of generally accepted accounting principles and accounts payable best practices. Familiarity with the Business and Financial Policies and Procedures Manual of the University of Illinois, the State of Illinois, and the University procurement statutes, regulations, and procedures.
• Excellent organizational and communication skills. Interpersonal skills that reflect courtesy, diplomacy, and a collaborative approach to develop and maintain effective work relationships.
• Proficiency with Microsoft Outlook, Word, Excel, and OneNote; preference for knowledge of Banner Finance, Banner Document System (BDS), iBuy, P-Card, T-Card, and Chrome River applications.
• Ability to work independently and exercise good judgment and discretion in the performance of all work assignments. Ability and willingness to perform at consistently high levels and to demonstrate initiative in the performance of duties.

APPOINTMENT INFORMATION

This is a 100% Full Time Civil Service Business/Administrative Associate position. The expected start date is as soon as possible. Sponsorship for work authorization is not available for this position. System Office jobs such as this one are not eligible for the Referral Program.

The budgeted salary range for the position is $49,000.00 - 52,000.00. Salary is competitive and commensurate with qualifications and experience, while also considering internal equity.

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. Requests may be submitted through the reasonable accommodations portal, or by contacting the System Human Resource Services at 217-333-2600, or by emailing [e-mail] .

Employment Notices - View Federal and State notices related to employment at the University of Illinois System. Offers of employment by the University of Illinois System may be subject to approval by the University’s Board of Trustees and are made contingent upon the candidate’s successful completion of any criminal background checks and other pre-employment assessments that may be required for the position being offered. Additional information regarding such pre-employment checks and assessments may be provided as applicable during the hiring process.

The University of Illinois may conduct background checks on all job candidates upon acceptance of a contingent offer. Background checks will be performed in compliance with the Fair Credit Reporting Act. 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 System Human Resource Services website. As a qualifying federal contractor, the University of Illinois System uses E-Verify to verify employment eligibility.