Business Administrative Associate - Hybrid

University of Illinois Urbana-Champaign; Urbana (IL); Hybrid; USD 48,000 - 51,000; Full time

Job summary

A public research university is seeking a Business Administrative Associate to manage vendor relationships and perform complex functions within University Payables. Responsibilities include maintaining vendor records, educating vendors about university processes, and participating in process improvement initiatives. Candidates should have a Bachelor’s degree and two years of related experience. This full-time position offers a salary between $48,000 and $51,000 per year and has a deadline for applications on January 25, 2026.

Qualifications

• Bachelor's degree required, Master's may substitute for experience.
• Two years of professional business or financial experience preferred.
• Experience in higher education is a plus.

Responsibilities

• Create and maintain vendor records
• Educate vendors on university invoicing
• Resolve discrepancies with vendors and campus units

Skills

Accounting principles

Organizational skills

Communication skills

Management skills

Microsoft Office

Education

Bachelor’s degree in business administration, management, or related field

Master’s degree may substitute for one year of experience

Tools

Banner Finance

Banner Document Management

iBuy applications

Job description

Business Administrative Associate - Hybrid

Location: Urbana, IL

Salary: $48,000 – $51,000 per year

About the Role
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.

Key Responsibilities

• Create, maintain, and update vendor records in the University’s databases to ensure accuracy and completeness.
• Serve as front line defense against fraud by verifying tax and registration information using IRS Database and other open‑source tools.
• Educate vendors on university invoicing, payment terms, and payment requirements; serve as SME in email, phone, and inquiries.
• Coordinate vendor usage of Chrome River software and assist with payment completion.
• Maintain professional relationships with vendors and campus units; resolve discrepancies and solve problems.
• Compose correspondence or make phone calls to vendors and units to resolve data discrepancies.
• Participate in process improvement initiatives and develop written procedures for training.
• Assist in the preparation of 1099 tax forms as necessary.
• Represent University Payables in cross‑functional meetings and committees.

Minimum Qualifications

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

Preferred Qualifications

• Certified Accounts Payable Associate (CAPA) certification or equivalent.
• Experience in higher education, preferably at the University of Illinois.
• Knowledge of banking systems and electronic payment methods such as ACH.
• Familiarity with high‑volume data processing and validation standards; experience with automation.

Knowledge, Skills & Abilities

• Comprehensive knowledge of generally accepted accounting principles and accounts payable best practices.
• Excellent organizational, communication, and management skills; ability to handle multiple tasks simultaneously.
• Strong computer software skills in Microsoft Office and proficiency with Banner Finance, Banner Document Management, and iBuy applications.
• Ability to work independently, exercise good judgment and discretion in all work assignments.

Appointment Information

This is a 100% full‑time Civil Service 5010 – Business/Administrative Associate position, appointed on a 12‑month basis. Expected start date: as soon as possible.

Application Deadline

Applications must be received by 6:00 pm (Central Time) on Sunday, January 25 2026. Apply via the university job portal. For further information, contact Bree Smith at [e-mail].

Equal Opportunity Employer Statement

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.

Accommodations for Applicants with Disabilities

Applicants with disabilities are encouraged to apply and may request a reasonable accommodation. Requests may be submitted through the reasonable accommodations portal or by contacting the Accessibility & Accommodations Division at 217‑333‑0885.