Business Administrative Associate - Hybrid

Overview

Under general supervision of a designated supervisor, this position independently performs a variety of highly complex technical and functional duties for University Payables. The Vendor Services section plays an important role in establishing and maintaining relationships with external vendors. The role may be available for remote work.

Sponsorship for work authorization is not available for this position.

Responsibilities

• Create, maintain, and update vendor records in the University’s databases to ensure vendor profiles are accurate and complete. Apply critical thinking, knowledge of University systems, and Robot Process Automation (RPA) as applicable.
• Act as a front-line defense against fraudulent attacks by using critical thinking and resources such as querying the Internal Revenue Service Database to verify tax information, searching other platforms for governmental restrictions, and using other open-source information gathering tools.
• Educate and facilitate vendor understanding of University invoicing, payment terms, practices, and payment requirements. Serve as a subject matter expert when responding to emails and telephone calls, or directing questions to the appropriate unit, including handling questions beyond core University Payables duties.
• Coordinate, assist, and advise campus units on the use of vendor records in Emburse software and assist with payment completion.
• Maintain professional relationships with external vendors and University units across all campuses by serving as a subject matter expert and liaison between campus customers and University Payables. Resolve discrepancies and address a variety of problems using communication skills.
• Compose correspondence or make phone calls to external vendors and campus units to provide and solicit information needed to resolve problems, based on knowledge of University systems and procedures. Contact departments or vendors to address discrepancies involving legal name, tax identification numbers (TINs), remittance addresses, or other issues that impede accurate data maintenance.
• Identify, develop, and—with appropriate approval and direction—implement strategies to improve process efficiency for Accounts Payable Vendor Support.
• Contribute to development of written procedures to support internal and external training needs.
• Participate in the formulation and implementation of policies/procedures related to Accounts Payable functions.
• Perform other duties appropriate for a Business/Administrative Associate classification, including representing University Payables in cross-functional meetings and/or serving on various committees. Actively participate in and contribute to University Payables meetings and activities.

Minimum Qualifications

• 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.

Preferred Qualifications

• Two years of professional-level accounting, banking, managerial, and/or business experience.
• Experience acquired in a higher education environment, preferably at the University of Illinois.
• Experience or knowledge of banking systems and processes such as ACH (direct deposit) and electronic payment methods.
• Knowledge of high-volume data processing and validation standards, with familiarity with computer or robotic automation processing.

Certifications Preferred

• Certified Accounts Payable Associate (CAPA) certification from the Institute of Financial Operations or equivalent.

Knowledge, Skills, and Abilities

• Comprehensive knowledge of generally accepted accounting principles and accounts payable best practices. Familiarity with the Business and Financial Policies and Procedures Manual of the University of Illinois, and State of Illinois and University procurement statutes, regulations, and procedures.
• Excellent organizational, communication, and management skills; courtesy and diplomacy; collaborative interpersonal skills.
• Ability to handle multiple tasks simultaneously and meet deadlines with accuracy.
• Strong computer software skills in Microsoft Suite, including Outlook, Word, Excel, and OneNote. Prefer experience with Banner Finance, Banner Document Management, and iBuy applications.
• Ability to work independently, use good judgment, and exercise discretion in performing assignments.

Appointment Information

• 100% full-time Civil Service 5010 – Business/Administrative Associate
• Appointed on a 12-month basis
• Expected start date: as soon as possible
• System Office jobs such as this one are not eligible for the Referral Program

Salary

• Budgeted salary range: $49,000 to $52,000
• Salary is competitive and commensurate with qualifications and experience, considering internal equity.

Location

Champaign-Urbana

Compensation & Benefits

This position is intended to be eligible for benefits, including:

• Health, Dental, Vision
• Life Insurance
• Retirement Plan
• Paid time Off
• Tuition waivers for employees and dependents

Application Deadline

Applications must be received by 6:00 pm (Central Time) on October 22, 2026.

Additional Information

• Artificial Intelligence (AI) tools may be used in some portions of the candidate review process; however, all employment decisions will be made by a person.
• The organization 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.
• 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, including accommodations related to pregnancy, childbirth, and related conditions, or religion.

Requisition ID: 1038705
Job Category: Professional and Administrative