Business/Administrative Associate - Residence Life

University of Illinois Springfield•Springfield, IL

3d•Onsite

About The Position

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.

Requirements

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.

Nice To Haves

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.).

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 statues/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.