Business Administrative Associate - Hybrid

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

Job summary

The University of Illinois Urbana-Champaign seeks a Business Administrative Associate in Hybrid work arrangement within University Payables. You will manage vendor records, support payments, and act as a liaison between campus units and external vendors.

Responsibilities include maintaining vendor profiles, verifying tax IDs, educating vendors on invoicing, and contributing to process improvements in accounts payable. A Bachelor's degree and 2 years' experience are required.

Qualifications

• Bachelor's degree in business administration, management, or related field.
• Two years of professional business, financial, and/or managerial work experience.
• Master's Degree may substitute for one year of work experience.

Responsibilities

• Create, maintain, and update vendor records in the University's databases to ensure the accuracy and completeness of vendor profiles.
• Serve as the front-line of defense against fraudulent attacks, verifying tax information and checking for governmental restrictions.
• Educate and facilitate vendor understanding of invoicing, payment terms, and payment requirements; respond to emails, calls, and inquiries.
• Coordinate with campus units on the use of vendor records in Emburse software and assist with payments.
• Maintain professional relationships with external vendors and campus units; resolve discrepancies and promote understanding of accounts payable policies.
• Compose correspondence or call vendors to resolve data discrepancies (legal name, TINs, remittance addresses).
• Participate in process improvement projects and assist in policy/procedure development for Accounts Payable.

Skills

MS Office

Communication

Organization

Management

Attention to detail

Education

Bachelor's degree in business administration or related field

Tools

Banner Finance

Banner Document Management

iBuy

Emburse

Job description

Business Administrative Associate - Hybrid

University Payables

Sponsorship for Work authorization is not available for this position.

Job Summary

Under the general supervision of a designated supervisor, independently perform a variety of highly complex technical and functional duties of University Payables. The Vendor Services section provides an important role in establishing and maintaining relationships with external vendors. This position may be available for remote work. It is a fast-paced, high-volume, and engaging position with a variety of responsibilities that impact nearly every corner of the University.

Duties & Responsibilities

• Create, maintain, and update vendor records in the University's databases to ensure the accuracy and completeness of vendor profiles. This requires a variety of critical-thinking skills, an understanding of the University’s systems, and utilizing Robot Process Automation (RPA), as applicable.
• Serve as the front-line of defense against fraudulent attacks, utilizing a variety of critical thinking skills and resources such as querying the Internal Revenue Service Database to verify tax information, performing searches on other platforms for any governmental restrictions, and utilizing other open-source information gathering tools.
• Perform activities to educate and facilitate vendor understanding of University invoicing, payment terms, practices, and payment requirements. Serve as a subject matter expert when responding to emails, telephone calls, or directing questions to the appropriate unit. This includes responding to a variety of questions about a multitude of situations, even those unrelated to the core duties of University Payables.
• Coordinate, assist, and advise campus units on the use of vendor records in Emburse software and assist with the completion of payments.
• Maintain a professional working relationship with external vendors and 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. Utilize communication skills to resolve discrepancies and solve a variety of problems.
• Based upon acquired knowledge of University Systems and procedures, compose correspondence or make phone calls to both outside vendors and campus units to provide and solicit information in the resolution of problems. Contact departments or vendors to resolve questions concerning discrepancies in legal name, tax identification numbers (TINs), remittance addresses, or any other issue that presents an obstacle to maintaining accurate data in the University's systems.
• Actively participate in identifying, developing, and, with appropriate approval and direction, implementing strategies for process and efficiency improvements related to Accounts Payable Vendor Support. 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 Accounts Payable functions.
• 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.

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.)

Preferred Qualifications

Preferred:

• 1.Two years of professional-level accounting, banking, managerial, and/or business experience.
• 2.Experience acquired in a higher education environment, preferably at the University of Illinois.
• 3.Experience or knowledge of banking systems and processes such as ACH (direct deposit), electronic payment methods, etc.
• 4.Knowledge of high-volume data processing and validation standards. Familiarity with computer or robotic automation processing.

Certifications Preferred:

• 1.Certified Accounts Payable Associate (CAPA) certification from the Institute of Financial Operations or equivalent.

Knowledge, Skills and Abilities

• Comprehensive 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 and State of Illinois and University procurement statutes, regulations, and procedures.
• Excellent organizational, communication, and management skills. Interpersonal skills that reflect courtesy, diplomacy, and a collaborative approach to develop and maintain effective work relationships. Ability to handle multiple tasks simultaneously and meet deadlines with accuracy.
• Strong computer software skills in Microsoft Suite, including proficiency with Microsoft Outlook, Word, Excel, and OneNote; Prefer experience with Banner Finance, Banner Document Management, and iBuy 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 5010 - Business/Administrative Associate position, appointed on a 12-month basis. The expected start date is as soon as possible. System Office jobs such as this one are not eligible for the Referral Program.

The budgeted salary range for the position is $49,000 to $52,000. Salary is competitive and commensurate with qualifications and experience, while also considering internal equity.

For more information on Civil Service classifications, please visit the SUCSS web site at https://www.sucss.illinois.gov/pages/classspec/default.aspx.

Application Procedures & Deadline Information

Applications must be received by 6:00 pm (Central Time) on October 22, 2026. 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 Bree Smith at [e-mail]. For questions regarding the application process, please contact 217-333-2137.

At the University of Illinois Urbana-Champaign - the state's flagship public university and one of the world's leading research institutions - every staff member helps shape what's next. Founded in 1867, Illinois is home to a vibrant community of 59,000 students from all 50 states and 129 countries, supported by 15 colleges and instructional units, more than 20 research institutes, and one of the most comprehensive student service ecosystems in the nation. Whether you're empowering first-generation students, fueling breakthrough innovation, or strengthening communities across Illinois and beyond, your work here has a far-reaching and deeply meaningful impact. The university offers a highly competitive benefits package designed to support your well-being, growth, and financial security. Join a top 10 public university that has launched over 330 startups and continues to redefine excellence - where the Illinois Value Proposition ensures that your contributions are recognized, your potential is nurtured, and your career can thrive.

Champaign-Urbana

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.

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. Accommodations may also be requested on the basis of pregnancy, childbirth, and related conditions, or religion. Requests may be submitted through the reasonable accommodation portal, or by contacting the Office for Access & Equity at 217-333-0885, option #1, or [e-mail].

Requisition ID: 1038705

Job Category: Professional and Administrative

Apply at: https://jobs.illinois.edu