Business/Administrative Associate - Finance & Administration

Carbondale•On Campus, IL

About The Position

The Business/Administrative Associate serves as a key operational and strategic resource to the Vice President for Financial & Administrative Affairs and Board Treasurer. As the principal coordinator for the Finance & Administrative Affairs division, the position provides executive-level support across financial strategy, treasury operations, debt and bond administration, budget development and oversight, risk management, audit coordination, and Board of Trustees governance. The incumbent exercises independent judgment, manages cross-functional initiatives, and liaises between the VP's office, university leadership, the Board of Trustees, and external governmental and regulatory agencies. This is an SIU System-level position. Civil Service rights remain with the Carbondale campus, while compensation is governed by a separate structure independent of the SIU Carbondale pay plan. The associate supports the VP's priorities and strategic initiatives by anticipating issues, synthesizing information, preparing briefings and recommendations, tracking commitments, and representing the VP when authorized. The role coordinates information and materials across treasury, budget, risk management, audit, and governance functions; it does not perform the primary work of those departments. Duties include managing calendars and deadlines, preparing Board committee materials, supporting audit coordination, monitoring debt-related reporting, reviewing budget analyses, coordinating insurance and risk contract compliance reviews, and escalating concerns to the VP. The position also manages the VP's project calendar, travel, meetings, and deliverables; maintains financial, personnel, and governance records according to University records policies; and coordinates administrative aspects of recruitment and hiring across the division. Other duties may be assigned in support of the VP.

Requirements

Bachelor's degree in Business Administration, Finance, Accounting, Public Administration, Higher Education Administration, or a related field.
At least three years of progressively responsible business, financial, and/or managerial work experience.
Ability to manage multiple complex projects and competing priorities simultaneously.
Strong organizational, analytical, and problem-solving skills, with exceptional attention to detail.
Excellent written and verbal communication skills, including the ability to prepare executive correspondence, reports, and briefing materials.
Ability to exercise sound judgment and maintain confidentiality when handling sensitive information.
Ability to work independently and interact effectively with senior administrators, Board members, faculty, staff, and external stakeholders.
Out-of-state candidates must establish Illinois residency within 180 calendar days of the position's start date.
Sponsorship for work authorization is not available.

Nice To Haves

Experience supporting executive-level leadership in higher education, government, or another complex organization.
Experience coordinating Board of Trustees materials, committee meetings, or governance activities.
Experience with budgeting, financial reporting, audit coordination, or project management.
Knowledge of university policies, procedures, and records management practices.
Experience coordinating recruitment and hiring processes.
A master's degree in an area consistent with the duties of the position may substitute for one year (12 months) of work experience.

Responsibilities

Serve as the primary operational resource to the VP, helping manage priorities, communications, and division-wide strategic initiatives.
Anticipate issues, synthesize information, and prepare briefing materials, analyses, and recommendations for decision-making.
Monitor the VP’s strategic commitments and ensure timely follow-through on priorities, action items, and institutional initiatives.
Represent the VP in meetings, task forces, and working groups when authorized, and coordinate administrative matters within delegated authority.
Liaise with the President's Office, constituent university leadership, and external agencies.
Maintain a consolidated calendar of financial deadlines, reporting cycles, Board meeting schedules, audit timelines, and regulatory filing requirements.
Coordinate preparation and review of materials for the Board of Trustees Finance, Architecture & Design, and Audit Committees, ensuring completeness, accuracy, and alignment with Board policies and procedures.
Support coordination of annual external audits and internal audit activities affecting the VP's areas; serve as liaison among auditors, departmental staff, and the VP's office.
Coordinate with Treasury staff to support timely reporting and monitoring of debt management activities.
Review budget materials, variance analyses, and financial planning reports prepared by the Budget Office and State agencies; identify issues and prepare summaries for VP review and Board reporting.
Coordinate contract compliance reviews involving insurance and risk management requirements with Purchasing and General Counsel, and elevate concerns to the VP as appropriate.
Manage the VP's project calendar, monitor deadlines, coordinate travel, and schedule key meetings and deliverables.
Maintain financial, personnel, and governance records in accordance with University records management policies.
Coordinate administrative aspects of recruitment and hiring activities across the division.
Perform other duties as assigned in support of the VP.