University of Illinois System · 21 hours ago
Business Administrative Associate - Hybrid
Urbana, IL
Full-time
Hybrid
Entry, Mid Level
$48K/yr - $51K/yr
2+ years expThe University of Illinois System is seeking a Business Administrative Associate to join their University Payables team. This role involves managing vendor records, preventing fraudulent activities, and facilitating vendor understanding of invoicing and payment practices in a fast-paced environment.
Higher Education
No H1B
Responsibilities
Create, maintain, and update vendor records in the University's databases to ensure the accuracy and completeness of vendor profiles. This requires a variety of critical-thinking skills, an understanding of the University's systems, and the utilization of Robot Process Automation (RPA), as applicable. (30%)
Serve as the front-line of defense against fraudulent attacks, utilizing a variety of critical thinking skills and resources such as: querying the Internal Revenue Service Database to verify tax information, performing searches on other platforms for any governmental restrictions, and utilizing other open-source information gathering tools. (20%)
Perform activities to educate and facilitate vendor understanding of University invoicing, payment terms, practices, and payment requirements. Serve as a subject matter expert when responding to emails, telephone calls, or directing questions to the appropriate unit. This includes responding to a variety of questions about a multitude of situations, even those unrelated to the core duties of University Payables. (10%)
Coordinate, assist, and advise campus units' use of vendor records in Chrome River software and assist with the completion of payments. (5%)
Maintain a professional working relationship with external vendors and University units on all campuses by serving as a subject matter expert and liaison between campus customers and University Payables to promote understanding of accounts payable policies and procedures. Utilize communication skills to resolve discrepancies and solve a variety of problems. (10%)
Based upon acquired knowledge of University Systems and procedures, compose correspondence or make phone calls to both outside vendors and campus units to provide and solicit information in the resolution of problems. Contact departments or vendors to resolve questions concerning discrepancies in legal name, tax identification numbers (TINs), remittance addresses, or any other issue that presents an obstacle to maintaining accurate data in the University's systems. (5%)
Actively participate in identifying, developing, and, with appropriate approval and direction, implementing strategies for process and efficiency improvements related to Accounts Payable Vendor Support. Contribute to the development of written procedures for both internal and external training needs. Participate in the formulation and implementation of policies/procedures related to Accounts Payable functions. (5%)
Assist in the preparation of 1099 tax forms, as needed. (5%)
Perform other duties appropriate for a Business/Administrative Associate classification, such as representing University Payables in cross-functional meetings and/or serving on various committees. Actively participate in and contribute to University Payables' meetings and activities. (10%)
Qualification
Required
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.)
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, the State of Illinois, and University procurement statutes, regulations, and procedures
Excellent organizational, communication, and management skills
Interpersonal skills that reflect courtesy, diplomacy, and a collaborative approach to develop and maintain effective work relationships
Ability to handle multiple tasks simultaneously and meet deadlines with accuracy
Strong computer software skills in Microsoft Suite, including proficiency with Microsoft Outlook, Word, Excel, and OneNote
Prefer experience with Banner Finance, Banner Document Management, and iBuy applications
Ability to work independently and exercise good judgment and discretion in the performance of all work assignments
Ability and willingness to perform at consistently high levels and to demonstrate initiative in the performance of duties
Preferred
Certified Accounts Payable Associate (CAPA) certification from the Institute of Financial Operations or equivalent
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), electronic payment methods, etc
Knowledge of high-volume data processing and validation standards. Familiarity with computer or robot automation processing
Benefits
Health, Dental, Vision, Life, Disability & AD&D insurance
A defined benefit pension plan
Paid leaves such as Vacation, Holiday and Sick
Tuition waivers for employees and dependents
Company
University of Illinois System
The University of Illinois System is the state's flagship public university system. The three distinct universities in Urbana-Champaign.
10001+ employees
Funding
Current Stage
Late StageLeadership Team
Christy Quinn Devocelle
Chief Operating Officer, CFO, SVP and Treasurer
Amanda Bubonic
Talent Management Partner
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2025-10-23
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