Business Administrative Associate - Hybrid
University of Illinois System
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 the utilization of Robot Process Automation (RPA), as applicable. (30%)
- 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' use of vendor records in Chrome River 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%)
- Assist in the preparation of 1099 tax forms, as needed. (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:
- Certified Accounts Payable Associate (CAPA) certification from the Institute of Financial Operations or equivalent.
- 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 robot 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, the 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 5010 - Business/Administrative Associate position, appointed on a 12-month basis. The expected start date is as soon as possible. The budgeted salary range for the position is $48,000 to $51,000. Salary is competitive and commensurate with qualifications and experience, while also considering internal equity. Sponsorship for Work authorization is not available for this position.
System Office jobs such as this one are not eligible for the Referral Program.
Benefits eligible positions include a comprehensive benefits package which offers: Health, Dental, Vision, Life, Disability & AD&D insurance; a defined benefit pension plan; paid leaves such as Vacation, Holiday and Sick; tuition waivers for employees and dependents. Click for a complete list of Employee Benefits.
APPLICATION PROCEDURE & DEADLINE INFORMATION
For full consideration, please click the APPLY NOW link on this page to submit an application on the university portal accepting applications for this system office position by 6 pm on 1/25/2026.
System Human Resource Services
(217) 333-2600
erhr@uillinois.edu
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, Diversity, Equity and Inclusion at 217-333-2600, or by emailing ADAaccessibility@uillinois.edu.
Requisition ID: 9000898
Job Category: Civil Service
Campus Location: Urbana
#LI-BS1