Job Description
Sponsorship for work authorization is not available for this position.
System Office positions, such as this position, are not eligible for the employee referral program.
Job Summary Serve as a Business Administrative Associate for the Associate Vice President, and as a Business Administrative Associate for the Office of Strategic Initiatives (OSI). The position is responsible for business support to the Associate Vice President and for coordinating and managing the Business operations of OSI.
Duties & Responsibilities - Oversees the day-to-day calendar, correspondence, electronic documentation, travel and meetings for the Associate Vice President. Assist Associate Vice President with projects, some of which require research and preparing reports.
- Plan and manage all internal departmental events for OSI. Manage overall office activity for maintenance of office equipment and facilities, office supplies and ordering, and submitting work orders. Responsible for managing confidential data and communication of information, maintaining departmental policies and procedures, and coordinating and preparing reports. The office manager portion of the role is important as this position oversees the readiness of the office in general.
- Assist in preparation of various accounting documents and reports using Banner, My-UI Financials, Chrome River, P-Card, iBuy and more, along with requisition/purchase orders to procure goods and services in compliance with University and State policies. Solicitation of bids from suppliers and contractors based on the scope of work will be required. Additionally, this position assists the Associate Director/Business Manager with monthly statement reconciliation, preparing invoices and other tasks as needed.
- Serve as the primary liaison to System Human Resource Services (SHRS) for OSI departmental and student hires. Responsibility for management and preparation of all documents necessary for payroll and staffing such as org charts and job descriptions. Provides departmental on-boarding services to new employees and oversees payroll (timesheets) for civil service, extra help and student workers.
- Coordinate internal hiring of extra help staff and train on office policies and procedures, schedule staff to meet office needs and approve timesheets. The position will supervise the students working on projects such as wastewater kitting and Surplus Storefront.
Minimum Qualifications Per SUCSS Class Specification 1.Bachelor's degree in business administration, management, or a field related to the position. 2. 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.) 3. Based on position requirements, additional education, training, and/or work experience in an area of specialization inherent to the position may be required.
Knowledge, Skills And Abilities - Comprehensive and intimate knowledge of policies and procedures.
- Comprehensive knowledge of the Business and Financial Policies and Procedures Manual, financial system applications including Banner, iBuy, FABweb, Emburse, and My-UI Financials.
- Knowledge of business and management principles involved in 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 such as word processing, managing files and records, data entry, designing forms, and other office procedures and terminologyExcellent organizational skills and multi-tasking skills to prioritize work accordingly to meet stringent deadlines and to address matters of urgency while staying on task with other assigned duties and responsibilities.
- Ability to work independently and exercise good judgement and discretion in the performance of all work assignments, and with handling documents containing confidential and sensitive information.
- Willingness and ability to perform at consistently high levels and to demonstrate initiative in the performance of duties.
- Exercise excellent public relations and customer service skills to people within and outside of the University.
- Ability to identify complex problems and review related information to develop and evaluate options and implement solutions.
Appointment Information This is a 100% full-time Civil Service 5010 - Business/Administrative Associate position, appointed on a 12-month basis. The expected start date is as soon as possible after 10/13/2025. The budgeted salary range for the position is $55,000 to $65,000. Salary is competitive and commensurate with qualifications and experience, while also considering internal equity. Sponsorship for work authorization is not available for this position.
For more information on Civil Service classifications, please visit the SUCSS web site at .
Application Procedures & Deadline Information Applications must be received by 6:00 pm (Central Time) on October 21. Apply for this position using the Apply Now button at the top or bottom of this posting. In order to be considered as a transfer candidate, you must apply for this position. Applications not submitted through will not be considered. If required by the position, transcripts or other documentation of credentials are to be provided no later than the first day of employment. For further information about this specific position, please contact Johanna Mayer at johannam@uillinois.edu. For questions regarding the application process, please contact 217-333-2137.
The University of Illinois offers a very competitive benefits portfolio, depending on the position. Click for a complete list of Employee Benefits .
The University of Illinois System 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. Please visit Required Employment Notices and Posters to view our non-discrimination statement and find additional information about required background checks, sexual harassment/misconduct disclosures, and employment eligibility review through E-Verify .
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. Accommodations may also be requested on the basis of pregnancy, childbirth, and related conditions, or religion. Requests may be submitted through the reasonable accommodations portal , or by contacting the Accessibility & Accommodations Division of the Office for Access and Equity at 217-333-0885, or by emailing accessibility@illinois.edu .
Requisition ID : 1033381
Job Category : Professional and Administrative
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Job Tags
Full time, For contractors, Work experience placement, Work at office, Immediate start,