Business/Administrative Associate - Residence Life

University of Illinois Springfield; Springfield (IL); On-site; USD 48,000 - 60,000; Full time

Job summary

University of Illinois Springfield is seeking an experienced administrator to manage the Department of Residence Life's day-to-day financial operations, including ledgers, budgets, and reporting. The role requires interpreting state and university policies and leading financial compliance efforts.

Responsibilities include developing annual operating budgets, preparing pro-formas, and presenting financial data to leadership and the Board of Trustees.

Qualifications

• Bachelor's degree in business administration, management, or a related field.
• Two (2) years of professional business, financial, and/or managerial work experience.
• 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.
• Additional education, training, and/or work experience may be required based on position requirements.

Responsibilities

• Oversee day-to-day DRL business/financial operations and reporting.
• Process operating ledger transactions and accounts receivable items.
• Develop and update comprehensive financial reports and pro-formas for budgets.
• Ensure compliance with University, State statutes, and policies.
• Advise leadership on budgeting, funding, and financial planning.

Skills

Budget management

Financial reporting

Policy interpretation

Team leadership

Internal controls

Education

Bachelor's degree in business administration or related field

Master's degree may substitute for one year of experience

Tools

Banner

PeopleSoft

StarRez

FABWeb

P-Card

Velocity

TEM

FAMIS

Business Objects

Job description

Posting Category: About UIS: Located in the state capital, the University of Illinois Springfield is one of three members of the University of Illinois system. The University serves more than 4,000 students in 44 graduate and 56 undergraduate programs. You are encouraged to visit the university web page at http://www.uis.edu . Application deadline: 10/5/2026 Minimum Starting Salary: $24.00 per hour / 7.5 hour work day

Summary

Administration and management of the day-to-day Department of Residence Life (DRL) business/financial operations, including processing operating ledger transactions, accounts receivable transactions, the review and reconciliation of various accounts, transactions and maintaining records utilizing electronic data systems; oversight and development of financial/business operations, including policies and procedures. Have a thorough understanding of the areas specific to this position including, Finance, Budgets, Inventory Control, Reports, Payroll, including but not limited to Banner and its external feeder programs, such as Eddie, Business Objects, FABWeb, and other report generating programs. Position requires interpretation of State, University and Departmental policy and procedures. Position has a leadership role in the Department providing input on funding, reporting, advising and business/financial compliance.

Duties & Responsibilities

Work under administrative supervision of the Director, within the Department of Residence Life (DRL). Frequently use independent judgment, assisting with day-to-day Business/Financial Operations of the Department. Requires high level of understanding and the ability to interpret and apply University and Departmental policies and procedures, to ensure compliance within the Department on all business/financial matters regarding the variety of fund types, including self-supporting, chargeback and auxiliary funds, housing security deposits, TEM Travel Card (T Card) and Purchase Card (P Card) transactions. Develop and update comprehensive financial reports, comparative studies, and authoritative pro-formas, regarding DRL annual operating budgets, written and oral presentations, historical data and illustrative tables for setting annual housing rates for campus and Board of Trustees (BOT) consideration. All reporting and documentation to be in compliance with generally accepted accounting procedures, University policies, State and Federal statutes/laws and guidelines. Upload and post housing charges and credits. Create and maintain methodology for reconciliation, audit reporting, and processing/tracking ledger entries. Oversee the fiscal management of the business operations of the Department of Residence Life. Play key leadership role in directing others regarding all accounting/business functions. Advise Director and Senior Leadership on all business matters, account statuses and anticipated problems/concerns. Oversee accounts payable. Prepare billings, track receivables, develop requisitions and issue Purchase Orders, and develop/prepare necessary reports. Review and analyze budgets. Make recommendations to ensure the Department fulfills budget objectives. Work closely with the Director, Assistant Vice Chancellor, Fiscal Officers, the Budget Office and other University departments/campus units providing data to develop budgets and strategic financial plans. Manage Departmental budgets throughout the year, including the negotiation and payments of contracts, reconciliation of obligations and expenditures. Perform budget adjustments, transfers, fund reallocations and documentation preparation for internal/external audits. Responsible for assuring all equipment purchased is properly requisitioned with account codes appropriate for its type, entered into FABWeb Equipment Inventory system, after receiving process and property tag application. Supervise the biennial inventory process throughout the DRL. Process disposal or transfer of equipment no longer deemed necessary or usable. Consistently work to achieve more efficient and cost-effective methods. Attendance at related meetings, complex monthly reconciliations of multiple CFOPALs, specialized report development available monthly and as required. Prepare annual fiscal year-end and opening business/financial documents and reports. Develop and maintain a DRL Fiscal Policy and Procedures Manual, including a chapter on record-keeping system utilizing computerized and hard copy files for Department.

Minimum 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.)

• Based on position requirements, additional education, training, and/or work experience in an area of specialization inherent to the position may be required.

Preferred Qualifications

Proficiency with Enterprise Business Systems, such as Banner or People Soft. Work experience with policy and strategic planning development and implementation. Financial administrative work experience or business administrative experience in a college/university environment. Working knowledge and utilization of customized university computer programs, financial and management reporting applications or the ability to readily learn (e.g. StarRez, Business Objects, FABWeb, P-Card, Velocity, TEM, FAMIS, etc.).

Knowledge, Skills & Abilities

Knowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership techniques, production methods, and coordination of people and resources. Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, data entry, designing forms, and other office procedures and terminology. Knowledge of technology including electronic equipment, computer hardware and software, and their applications. Knowledge of basic arithmetic, algebra, statistics, and their applications. Ability to identify complex problems and review related information to develop and evaluate options and implement solutions. Ability to work collaboratively and communicate effectively as appropriate for the needs of the audience. Ability to work independently and effectively organize and prioritize multiple tasks. Ability to analyze and develop guidelines, procedures and systems to outline specific goals and implement plans to prioritize, organize, and accomplish tasks. Ability to manage a budget and work within the constraints of that budget. Ability to analyze, interpret, and explain work related documents, policies, and procedures.

Physical Demands

• Standing : Occasionally
• Walking : Occasionally
• Sitting : Frequently
• Lifting : Rarely
• Carrying : Rarely
• Pushing : Rarely
• Pulling : Rarely
• Climbing : Rarely
• Balancing : Rarely
• Stooping : Rarely
• Kneeling : Rarely
• Crouching : Rarely
• Crawling : Rarely
• Reaching : Rarely
• Handling : Rarely
• Grasping : Rarely
• Feeling : Rarely
• Talking : Constantly
• Hearing : Constantly
• Repetitive Motions : Frequently
• Eye/Hand/Foot Coordination : Rarely
• Taste/Smell : Rarely
• Performing Manual Tasks : Rarely

Working Conditions

• Extreme cold : Rarely
• Extreme heat : Rarely
• Humid : Rarely
• Wet : Rarely
• Noise : Rarely
• Hazards : Rarely
• Temperature Change : Rarely
• Atmospheric Conditions : Rarely
• Vibration : Rarely

Travel Requirements

0%

Employment Policies and other information

Failure to accurately describe work experience, or failure to submit college transcripts may result in an applicant not being admitted to the exam. The University of Illinois System is an equal opportunity, affirmative action employer dedicated to building a community of excellence, equity, and diversity. We are committed to fostering an inclusive environment and we welcome applications from qualified individuals of all backgrounds and identities. The University of Illinois System does not discriminate against any applicant or employee based on their real or perceived race, color, religion, sex, national origin, ancestry, age, order of protection status, genetic information, marital status, disability, sexual orientation including gender identity, unfavorable discharge from the military or status as a protected veteran and will comply with all federal and state nondiscrimination, equal opportunity and affirmative action laws, orders and regulations. Visit University of Illinois Non-Discrimination Statement The University of Illinois System conducts background checks on all job candidates upon acceptance of a contingent offer of employment. Convictions are not a bar to employment. Background checks will be performed in compliance with state and federal law. 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 Policy on Consideration of Sexual Misconduct in Prior Employment . As a qualifying federal contractor, the University of Illinois System uses E-Verify to verify employment eligibility . 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. 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. UIS employment in this role is not covered by Social Security, and instead, is covered by the State University Retirement System.

• You will not pay Social Security taxes and your earning will not be on your Social Security Record. (Your record will, however, show your Medicare wages.
• Your pension from the State Universities Retirement System may affect the amount of your:
• Social Security benefit and
• Social Security benefit as a spouse

• Please Note: All postings close at 5:00pm CST on the posting close date.***