Business​/Administrative Associate - Finance & Administration

Description

The Business/Administrative Associate - Finance & Administration serves as a key operational and strategic resource to the Vice President for Financial & Administrative Affairs and Board Treasurer (VP). This position serves as the principal coordinator for the Finance & Administrative Affairs division, providing executive‑level support across the VP’s portfolio, including 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 serves as a liaison between the VP’s office and internal university leadership, the Board of Trustees, and external governmental and regulatory agencies. Salary is competitive and commensurate with qualifications and experience, while also considering internal equity.

• Serve as the primary operational resource to the VP, assisting with the management of priorities, communications, and strategic initiatives across the division.
• Anticipate issues, synthesize information, and prepare briefing materials, analyses, and recommendations to support informed 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 as authorized; coordinate administrative matters on behalf of the VP within delegated authority.
• Serve as liaison between the VP and the President’s Office, constituent university leadership, and external agencies, ensuring effective and professional communication.

• Maintain a consolidated calendar of key financial deadlines, reporting cycles, Board meeting schedules, audit timelines, and regulatory filing requirements.
• Coordinate the preparation and review of materials for the Board of Trustees Finance, Architecture & Design, and Audit Committees; ensure submissions are complete, accurate, and aligned with Board policies and procedures.
• Support the audit team in coordinating annual external audits and internal audit activities affecting the VP’s areas of responsibility; serve as liaison among auditors, departmental staff, and the VP’s office.
• Coordinate with Treasury staff to ensure 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.

Illinois Residency Requirement:
Pursuant to the State Universities Civil Service System, out‑of‑state candidates must establish Illinois residency within 180 calendar days of the start date for this position.