HR and Finance Coordinator

University of Illinois Alumni Association (UIAA)

ABOUT UIAA

The mission of the University of Illinois Alumni Association (hereinafter, “UIAA”) is to enhance and advance the relationship between the University of Illinois Urbana-Champaign (hereinafter, the “University”) and all its alumni; to inspire lifelong loyalty and pride among alumni and friends by strengthening their relationship with the University; and to educate the public about the value of the University and its alumni. The objectives of this Association are educational and charitable. The Association functions as an advocate for the alumni and the University by informing interested parties of current issues, events, and accomplishments of alumni and the University. In fulfilling its mission, the Association may provide a variety of services to the University and its alumni.

ABOUT OUR ORGANIZATION STRUCTURE

The UIAA President reports directly to the Board of Directors (hereinafter, “board”) of the 501©(3) corporation, in addition to maintaining an ongoing dialogue with the Illinois Chancellor. All other staff report directly or indirectly to the President.

ABOUT THIS ROLE

The HR and Finance Coordinator role is responsible for duties related to employment and hiring practices, payroll processing, and employee benefits. The position serves as the primary point of contact for human resource, payroll, and benefits transactions. In addition, this role serves as a member of the Finance team with various accounting and finance related duties, including, but not limited to, cash receipts, invoicing, cash disbursements/accounts payable, clerical, and human resources. Work is performed in a hybrid work environment, with occasional light lifting. This is a hybrid-eligible role.

MAJOR DUTIES & RESPONSIBILITIES

Human Resources (60%)

• Serve as a liaison between the office of Illinois Human Resources and UIAA leadership on HR matters, including hiring, onboarding, employee relations, benefits, compensation, and other HR issues.
• Compile and submit ADP payroll twice monthly on a strict deadline, which consists of downloading and formatting CMS employee benefit deduction worksheets, making adjustments to employee benefits and voluntary benefits, both in the submitting worksheet and with the ADP processor, track and ensure taxation of employee benefits, obtain and process part-time employee time sheets, manage and submit payroll for approval, download proper reports and maintain several internal reports based off of the approved payroll.
• Responsible for SURS monthly reporting and payment processing.
• Provide support to staff regarding benefit changes in regard to Benefits Choice selection and other voluntary benefit options available. Offer interpretation of HR policies, job duties, work conditions, wages, opportunities for promotions, provide staff counseling on personnel matters, and facilitate conflict resolution.
• Serve as a Group Insurance Representative as required to participate in the CMS benefit program.
• Maintain and transfer monthly voluntary deductions via Corestream ACH through bank.
• Onboard new employees while ensuring proper federal and state forms are accurate and complete.
• Maintain proper federal I-9 files and maintain past and current personnel files.
• Respond to employment agencies regarding current and past employees.
• Serves as a liaison between Systems HR and the UIAA leadership including preparing information for new searches and employee onboarding. This includes scheduling interviews, managing on-site logistics for candidates and search committees, organizing resumes using Box or other digital tools for the search committees, and additional support as needed from the hiring manager.
• Download quarterly and yearly state and federal payroll reports.
• Complete exit checklist for all full-time employee departures.
• Manage and monitor annual ethics training processes.
• Manage and monitor conflict of interest (RNUAs) processing.
• Aid in the facilitation of professional development workshops and programs.

Accounting and Finance (40%)

• Prepares and distributes monthly staff and constituent accounting reports, maintain the frequently changing list of constituent liaisons, ensures that the constituent groups maintain a positive checking account balance, update constituent signature cards, and provide customer service to UIAA staff and constituent groups.
• Accounts Receivable: invoicing, vendor/charge code set up, recording incoming payments via credit card or check; collection of outstanding invoices, and monthly A/R report.
• Assists with financial and compliance audits by external and internal auditors.
• Assists with the preparation of and filing of the Association’s tax and information returns.
• Responsible for monthly credit card PCI compliance.
• Directs and trains staff on the use of certain UIAA accounts such as UPS, corporate credit card, and Adobe ID. This also includes setting up the accounts for staff.
• Deposit log and cash handling: Manage and log all incoming cash and checks for internal control purposes and make deposit at local bank. Execute and log petty cash transactions.
• Accounting and Finance records: Establish and maintain corporate files and archives for finance and accounting. Maintain electronic lists that track these files. Develop and follow schedule for moving files to storage and destruction of files each year according to retention policies.
• Vendor relationship management: Liaison with banks consisting of updating bank agreements, check signature agreements, cash management, new account setup, and wire transfers.
• Performs special projects as assigned by the Vice President and Chief Financial Officer.
• Other duties and projects as assigned.

TYPICAL DELIVERABLES EXPECTED

• Human resources documentation
• Payroll and payroll records
• Accounts receivable
• Accounts payable backup
• Journal entries
• Financial reports
• Staff and constituent accounting reports
• Requested materials by external and internal auditors
• Required University, Federal and State reports
• Deposit log
• Customer Service
• Backup to the Director of Finance position

JOB QUALIFICATIONS REQUIRED

• Experience with ADP payroll systems and knowledge of benefits administration are preferred.
• Knowledge of human resources and payroll matters.
• Experience with Sage MIP fund accounting software is preferred.

CORE COMPETENCIES EXPECTED

• Analytical Thinking: Approaching a problem by using a logical, systematic, sequential approach.
• Independent Decision-Making: Reflects the ability to exercise good judgement and discretion. Ability to multi-task and prioritize work assignments to produce accurate, detail-oriented work while meeting stringent deadlines.
• Attention to Communication: Ensures that information is passed to others who should be kept informed.
• Diagnostic Information Gathering: Identifying the information needed to clarify a situation, seeking the information from appropriate sources, and using skillful questioning to draw out the information when others are reluctant to disclose it.
• Technical Expertise: Depth of knowledge and skill in technical areas.
  Results Orientation: Focusing on the desired end result of one’s own or one’s unit’s work: setting challenging goals, focusing on efforts on the goals, and meeting or exceeding them.
• Thoroughness: Ensuring that one’s own and other’s work and information are complete and accurate; careful preparation for meetings and presentations; following up with others to ensure that agreements and commitments have been fulfilled.
• Establishing Focus: Ability to develop and communicate goals in support of business’ mission.
• Managing Performance: Taking responsibility for one’s own or one’s employees’ performance, by setting clear goals and expectations, tracking progress against the goals, ensuring feedback and addressing performance problems and issues promptly.

EDUCATION AND/OR CERTIFICATION REQUIREMENTS

• Bachelor’s degree or equivalent experience required; specifically, accounting, finance, business administration, business systems or equivalent.

Appointment Information

This is a 100% full-time Academic Professional position, appointed on a 12-month basis. The expected start date is as soon as possible after 7/16/2025. Salary range is $55,000 to $60,000

Application Procedures & Deadline Information

Applications must be received by 6:00 pm (Central Time) on July 3, 2025. Apply for this position using the Apply Now button at the top or bottom of this posting. Applications not submitted through https://jobs.illinois.edu will not be considered. For further information about this specific position, please contact Amanda Akers at davis2@illinois.edu. For questions regarding the application process, please contact 217-333-2137.

The University of Illinois offers a very competitive benefits portfolio, depending on the position. Click for a complete list of Employee Benefits.

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. Accommodations may also be requested on the basis of pregnancy, childbirth, and related conditions, or religion. Requests may be submitted through the reasonable accommodations portal, or by contacting the Accessibility & Accommodations Division of the Office for Access and Equity at 217-333-0885, or by emailing accessibility@illinois.edu.

Requisition ID: req14324
Job Category: Professional and Administrative
Apply at: https://jobs.illinois.edu