Business/Administrative Associate - Enrollment and Retention Management

University of Illinois Springfield•Springfield, IL

18h•Onsite

About The Position

The Business/Administrative Associate provides ongoing analysis, reporting, and advisement to the Vice Chancellor for Enrollment and Retention Management and ERM leadership to support enrollment and recruitment decisions and strategic goals. The role directs and manages business operations for Enrollment and Retention Management and its units, including finance, record management, procurement, contract management, and human resources/payroll, and serves as a liaison to other campus units on HR and finance matters. The position serves as the division’s fiscal officer and purchasing agent, overseeing budgets, financial planning, contracts, purchasing, accounts payable and receivable, credit card administration, and student fee reconciliations. It manages personnel transactions and related processes, provides guidance on university policies and regulations, supports compliance, and handles equipment, supplies, facilities, and access to university HR and financial systems. The role also serves as a Campus Security Liaison and represents ERM on finance and business-related committees. Other duties may be assigned. The position requires a bachelor’s degree in business administration, management, or a related field, and two years of professional business, financial, and/or managerial experience. A relevant master’s degree may substitute for one year of work experience. The position is intended to be eligible for benefits, including health, dental, vision, and life insurance, a retirement plan, paid time off, and tuition waivers for employees and dependents. The role is based at the University of Illinois Springfield; the posting does not specify a remote or hybrid arrangement.

Requirements

Bachelor’s degree in business administration, management, or a field related to the position.
Two years of professional business, financial, and/or managerial work experience; a master’s degree in an area consistent with the duties may substitute for one year of experience.
Additional education, training, and/or work experience in a specialization inherent to the position may be required based on position requirements.
Knowledge of business and management principles, including 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, including word processing, records management, data entry, form design, office procedures, and terminology.
Knowledge of technology, electronic equipment, computer hardware and software, and their applications.
Knowledge of basic arithmetic, algebra, and statistics and their applications.
Ability to identify complex problems, evaluate relevant information, develop options, and implement solutions.
Ability to collaborate and communicate effectively for the needs of the audience.
Ability to work independently and organize and prioritize multiple tasks effectively.
Ability to analyze and develop guidelines, procedures, and systems; set goals; and organize and accomplish tasks.
Ability to manage a budget and work within its constraints.
Ability to analyze, interpret, and explain work-related documents, policies, and procedures.
Ability to sit at a computer or desk for 6–7 hours per day, bend and lift up to 25 pounds intermittently, and travel across campus as needed.

Nice To Haves

Experience with budgets and/or financial operations in a higher education environment, including international transactions.
Familiarity with confidential record-keeping and campus, state, and national confidentiality policies, state ethics policies, and FERPA compliance.
Experience with Banner, Excel, and Outlook.

Responsibilities

Serve as Fiscal Officer for Enrollment and Retention Management and its units, and as the first point of contact for budget requests.
Reconcile accounts monthly and provide periodic budget reports and presentations to ERM leadership and the Campus Budget and Planning Committee.
Prepare multi-year budget forecasts, scenario planning, and financial analyses; partner with the Campus Budget Office on state, gift, grant, allowance, and self-supporting fund budgets.
Coordinate with the Purchasing Office and Office of Research and Administration to create, negotiate, and execute contracts; review contracts and negotiate pricing and terms.
Serve as the division’s purchasing agent and make purchases in accordance with state and university policies using purchase orders, university credit cards, or other approved methods.
Manage personnel issues in collaboration with units, including hiring, evaluation, and dismissal processes, and process personnel transactions such as new hires, job changes, and separations.
Oversee timesheet approvals and submit pay adjustments for Civil Service and student workers.
Serve as Department Card Manager for P-Card and T-Card users, coordinating card issuance, monitoring policy compliance, assisting with reconciliations, and reviewing and approving credit card charges.
Manage accounts payable and accounts receivable, ensure revenue is received and invoices are paid in a timely manner, and reconcile student fees and submit monthly reports to the budget office for fund transfers.
Manage immigration document renewals and maintenance processes for ERM staff.
Advise unit staff on university developments, policies, and regulations related to budgets, strategic and fiscal planning, and procurement.
Ensure unit compliance with applicable federal, state, and university regulations, including the Protection of Minors Act, NCAA regulations, fiscal regulations, and appropriate-use regulations.
Serve as Campus Security Liaison and represent ERM on finance and business-related committees, including the University Planning and Budget Committee and Commencement Committee.
Manage equipment, supplies, and facilities, including inventories, surplus and disposal requests, and maintenance work orders.
Serve as the Finance/Human Resources Unit Security Contact, granting and maintaining access to university HR and financial systems in compliance with internal controls and applicable policies.
Perform other duties as assigned.