Business Administrative Associate - Hybrid

Illinois; Urbana (IL); On-site; USD 49,000 - 52,000; Full time

Job summary

University of Illinois Urbana-Champaign is seeking a Business Administrative Associate for University Payables. The role is 100% full-time in a civil service classification, based in Champaign-Urbana, with responsibilities in accounts payable processes and customer service.

You will work under supervision to audit invoices, support daily operations, and implement process improvements while ensuring compliance with policies and high-quality service delivery.

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

• Perform pre-pay audit of invoices and related data entry in Emburse Enterprise, iBuy, and Banner to ensure compliance with policies.
• Coordinate daily operations with the Coordinator and prioritize daily work to meet deadlines.
• Maintain professional relationships with campus units and act as liaison to promote AP policies and procedures.
• Identify process improvements and help develop procedures and training for Payables functions.
• Analyze transactional data across Emburse, iBuy, Banner, and Payables systems to monitor payments and resolve issues.
• Participate in system testing for Payables upgrades.

Education

Bachelor's degree in business administration

Master's degree substitution allowed

Tools

Emburse Enterprise

iBuy

Banner Finance

Banner Document System (BDS)

Chrome River

Job description

Business Administrative Associate - Hybrid

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 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 excellence in customer service, including, but not limited to: accepting accountability and ownership of actions; adaptability in accepting new challenges and responsibilities; focusing on customer needs and prompt, accurate resolution of customer issues; exhibiting professional, quality, value-added communication skills; working collaboratively with customers, employees, and units to improve University Payables.

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 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 excellence in customer service, including, but not limited to: accepting accountability and ownership of actions; adaptability in accepting new challenges and responsibilities; focusing on customer needs and prompt, accurate resolution of customer issues; exhibiting professional, quality, value-added communication skills; working collaboratively with customers, employees, and units to improve University Payables.

Duties & 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.
• 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').
• 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.
• 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.
• 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.
• As required and directed, actively participate in system testing for University Payables' system upgrades.
• 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.
• 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.)

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 5010 - Business/Administrative Associate position, appointed on a 12-month basis. The expected start date is as soon as possible after 9/22/2026.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 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 .

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: 1038566
Job Category: Professional and Administrative
Apply at: https://jobs.illinois.edu

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