Business Administrative Associate - Hybrid

University of Illinois Urbana-Champaign•Urbana, IL

11d•Hybrid

About The Position

Under the general supervision of a designated supervisor, the Business Administrative Associate independently performs complex technical and functional duties in University Payables. This team-oriented role works with University Payables and other university units, departments, and external customers in a fast-paced environment. Success requires strong problem-solving, adaptability, attention to detail, sound judgment, professional communication, and a commitment to quality customer service and continuous improvement. The position supports the daily operations of University Payables by auditing invoices and expense reports, researching transactions, resolving issues, advising campus customers on payables policies and procedures, and contributing to process improvements and policy development. The incumbent also researches payment and vendor account matters, supports system upgrades, and participates in meetings and cross-functional activities. This is a 100% full-time, 12-month Civil Service position. The expected start date is as soon as possible after September 22, 2026. Work authorization sponsorship is not available.

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 relevant master’s degree may substitute for one year of work experience.
Knowledge of generally accepted accounting principles and accounts payable best practices.
Familiarity with the University of Illinois Business and Financial Policies and Procedures Manual, State of Illinois requirements, and University procurement statutes, regulations, and procedures.
Excellent organizational and communication skills.
Interpersonal skills demonstrating courtesy, diplomacy, and a collaborative approach to maintaining effective work relationships.
Proficiency with Microsoft Outlook, Word, Excel, and OneNote.
Ability to work independently and exercise good judgment and discretion.
Ability and willingness to perform consistently at a high level and demonstrate initiative.
Commitment to professional conduct, accountability, adaptability, customer-focused service, accurate and timely issue resolution, and collaborative improvement.

Nice To Haves

Knowledge of Banner Finance, Banner Document System (BDS), iBuy, P-Card, T-Card, and Chrome River applications.

Responsibilities

Perform pre-payment audits of invoices, expense reports, and related data entry in Emburse Enterprise, iBuy, and Banner systems to ensure compliance with University, State, and Federal policies and regulations.
Participate with the Coordinator in the daily operations of University Payables.
Schedule and prioritize daily work assignments, monitor operational progress, and research and resolve transactions requiring rework (“rejects”).
Serve as a subject matter expert and liaison between campus customers and University Payables, explaining accounts payable policies and procedures and helping resolve customer issues.
Identify customers who may need special assistance and assist with problem resolution.
Identify, investigate, and, with appropriate approval and direction, implement Payables process improvements.
Contribute to written procedures for internal and external training needs.
Participate in formulating and implementing policies and procedures related to Payables functions.
Research and analyze transactional data in Emburse, iBuy, Banner, operational reports, and databases to monitor payments for departments and vendors.
Oversee research of payment transactions performed by personnel outside University Payables.
Participate in system testing for University Payables system upgrades as required and directed.
Analyze vendor account statements and determine the extent to which invoices are in arrears.
Research accounts and invoices across systems and databases and consult with vendors, departments, and/or Campus Purchasing Divisions to determine a course of action.
Represent University Payables in cross-functional meetings and/or serve on committees, as appropriate.
Actively participate in and contribute to University Payables meetings and activities.
Perform other duties appropriate to the Business/Administrative Associate classification.