Business Administrative Associate - Hybrid

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

Benefits offered by this job

Health benefits

Dental insurance

Vision insurance

Life insurance

Retirement plan

Paid time off

Tuition waivers

Job summary

University of Illinois System in Urbana is seeking a Hybrid Business Administrative Associate to support University Payables. The role handles vendor records, fraud checks, vendor education, and data accuracy across campus units.

The position emphasizes collaboration, process improvements, and cross-functional engagement within a fast-paced university environment. Hybrid work option may be available with strong data handling responsibilities.

Qualifications

• Bachelor's degree in business administration, management, or a related field.
• Two years of professional business, financial, or managerial work experience.

Responsibilities

• Create, update, and maintain vendor records in university databases.
• Prevent fraud by verifying tax information and checking vendor data.
• Educate vendors on invoicing, payment terms, and requirements; answer inquiries.
• Coordinate vendor records in Emburse and assist with payments.
• Maintain professional relationships with vendors and campus units.
• Contact departments or vendors to resolve data discrepancies (tax IDs, names, addresses).
• Suggest process improvements for Accounts Payable; help develop procedures.
• Represent University Payables in meetings and cross-functional activities.

Skills

Organizational skills

Communication skills

Management skills

Education

Bachelor's degree in business administration or related field

Tools

Microsoft Suite

Banner Finance

Banner Document Management

iBuy applications

Job description

Business Administrative Associate – Hybrid

University Payables

Hybrid

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.

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.)

Preferred

• 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.

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 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].

Job Category: Civil Service

Campus Location: Urbana