Business Administrative Associate - Hybrid

Illinois International; Urbana (IL); Hybrid; USD 49,000 - 52,000; Full time

Benefits offered by this job

Health benefits

Retirement plan

Paid time off

Life insurance

Retirement plan

Paid time off

Tuition waivers

Job summary

University of Illinois System in Urbana is seeking a Business Administrative Associate in a hybrid, civil service role. The position supports University Payables, managing vendor data, tax verification, and payment processes.

The role emphasizes vendor relations, data accuracy, and policy adherence, with opportunities to contribute to process improvements and cross-functional initiatives across campuses.

Qualifications

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

Responsibilities

• Create, maintain, and update vendor records in the University's databases. Use RPA where applicable.
• Verify tax information and check for governmental restrictions using IRS and other sources.
• Educate vendors on invoicing, payment terms, and university requirements; respond to inquiries.
• Coordinate with campus units on Emburse software use and assist with payments.
• Maintain professional relationships with vendors and campus units to interpret AP policies.
• Draft correspondence or make calls to resolve discrepancies in vendor data (legal name, TINs, addresses).
• Participate in process improvement for Accounts Payable and assist with policy/procedure development.
• Represent University Payables in meetings and committees.

Skills

Communication

Organization

Management

Attention to detail

Independent work

Education

Bachelor's degree

Tools

Microsoft Office

Banner Finance

Banner Document Management

iBuy applications

Job description

Business Administrative Associate - Hybrid

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 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 AND 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. (35%)
• 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. (20%)
• 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. (10%)
• Coordinate, assist, and advise campus units on the use of vendor records in Emburse software and assist with the completion of payments. (5%)
• 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. (10%)
• 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. (5%)
• 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. (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. (10%)

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.)

PRIORITIZED QUALIFICATIONS

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

QUALIFICATIONS (COMPETENCIES)

• 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 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].

Requisition ID: 9001038
Job Category: Civil Service
Campus Location: Urbana

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.