Business Administrative Associate - Illinois Human Resources

IHR Administrative Operations

Job Summary

Reporting to the Finance Manager for IHR Administrative Operations, with a dotted reporting line to the Assistant Director of the IHR Service Center, this position supports the background check area of the IHR Service Center by assisting with processing and billing. In addition, this position supports the financial reporting, fiscal management, and budgetary operations of IHR.

Why Join Us?

• We are innovators – We push boundaries by spearheading impactful initiatives with a progressive organizational structure and service delivery model.
• We are adaptive – We champion efficiencies and continuous process improvements through initiatives like Operational Excellence.
• We are collaborators – We facilitate input from stakeholders to grow the Illinois Value Proposition.
• We are flexible – We value the whole you and embrace workplace flexibility.
• We are inclusive – Connect with one of our recruiters to learn why you belong in Champaign-Urbana.

Duties & Responsibilities

• Financial and Administrative Operations Leadership

• Monitor fund balances to maintain financial stability and ensure compliance with organizational policies.
• Conduct fiscal analysis and prepare detailed reports to present to IHR Leadership.
• Advise functional areas about strategies to maximize the financial resources allocated to their area.
• Act as a resource to IHR staff, providing guidance about business functions such as purchasing, contracts, P- and T-Card management, etc.
• Oversee payroll processing for IHR, and review and approve payroll adjustments.
• Consult within IHR to assist units with proper payroll processing when an employee is going on SURS Disability.
• Represent IHR Administrative Operations at campus-level business meetings, such as the Urbana Business Managers Group.

• Strategic Financial Planning and Executive Support

• Assist the Executive Director of IHR Administrative Operations with the preparation of RFPs and other financial contracts.
• Initially review hiring proposals to ensure adequate funding is available to support position requests, including requests for additional FTE.
• Formulate plans with the Finance Manager to develop revenue-generating programs for IHR.
• Provide general support to the Finance Manager and Executive Director of Administrative Operations.

• Background Check Operations and Risk Assessment Coordination

• Review background and based misconduct check submissions, using independent thinking and process accordingly.
• Monitor background check group inbox for general inquiries and completions, communicating completions to units and candidates, and documenting confidential information in the appropriate processing systems.
• Review and approve conditional hire requests, seeking higher-level approval as needed.
• Prepare letters and communicate with various external constituents.
• Communicate with the EEO Office regarding misconduct checks, as applicable.
• Email documents to candidates and request supplemental information (e.g., reference letters) when additional review of a candidate’s check is required, and transpose a written summary should candidates provide verbal personal statements.
• Prepare and present candidate documents to Hiring Risk Assessment Review Committee.
• Communicate final decision to candidates and units.
• Support background check billing and payment reconciliations.

• Cross-training and Additional Support

• Cross-train and serve as additional support for additional functions of IHR Administrative Operations and the IHR Service Center.

• Other projects and duties as needed.

Specialty Factors

• Bachelor’s degree in business administration, management, or a field related to the position.
• Two (2) years (24 months) 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).
• Demonstrated experience in higher education payroll processing systems (e.g., Chrome River) and personnel applications (e.g., HR Front End)

Preferred Qualifications

• Experience with fiscal operations, including purchasing and financial reporting.
• Experience handling confidential information.

Knowledge, Skills and Abilities

• Strong customer service skills
• Working knowledge of university HR policies, procedures, and guidelines
• Working knowledge of business and management principles involved in strategic planning, resource allocation, and human resource practices.
• Ability to analyze and interpret financial data, prepare reports, and present findings.
• Working knowledge of university HR systems and Microsoft Office Suite products

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 after 8/3/2025. The budgeted salary for this position is $55,000 to $65,000 annually.

For more information on Civil Service classifications, please visit the SUCSS web site at https://www.sucss.illinois.gov/pages/classspec/default.aspx.

Application Procedures & Deadline Information

Applications must be received by 6:00 pm (Central Time) on Thursday, July 17, 2025. Apply for this position using the Apply Now button at the top or bottom of this posting. In order to be considered as a transfer candidate, you must apply for this position. Applications not submitted through https://jobs.illinois.edu will not be considered. If required by the position, transcripts or other documentation of credentials are to be provided no later than the first day of employment. For further information about this specific position, please contact Amanda S. Plotner (amandap@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.

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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.

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Requisition ID: 1031551
Job Category: Professional and Administrative
Apply at: https://jobs.illinois.edu