Business Administrative Associate - Hybrid

Business Administrative Associate - Hybrid

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• Hybrid

Under the general supervision of a designated supervisor, independently perform a variety of highly complex technical and functional duties of University Payables. The Vendor Services section provides an important role in establishing and maintaining relationships with external vendors. This position may be available for remote work. It is a fast‑paced, high‑volume, and engaging position with a variety of responsibilities that impact nearly every corner of the University.

• Create, maintain, and update vendor records in the University's databases to ensure the accuracy and completeness of vendor profiles. This requires critical‑thinking skills, an understanding of the University’s systems, and the utilization of Robot Process Automation (RPA), where applicable. (30%)
• Serve as the front line of defense against fraudulent attacks, utilizing resources such as the Internal Revenue Service Database, open‑source information gathering tools, and other platforms to verify tax information and identify governmental restrictions. (20%)
• 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. (10%)
• Coordinate, assist, and advise campus units on the use of vendor records in Chrome River software and assist with the completion of payments. (5%)
• Maintain professional relationships with external vendors and University units on all campuses by serving as a liaison between campus customers and University Payables to promote understanding of accounts payable policies and procedures. (10%)
• Compose correspondence or make phone calls to vendors and campus units to resolve discrepancies in vendor data (legal name, TIN, remittance address, etc.). (5%)
• Identify, develop, and, with appropriate approval, implement strategies for process and efficiency improvements related to Accounts Payable Vendor Support, including developing written procedures for training needs. (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 committees, and actively participating in University Payables meetings and activities. (10%)

• Bachelor's degree in business administration, management, or a related field.
• 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.)

• 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 and electronic payment methods.
• Knowledge of high‑volume data processing and validation standards. Familiarity with computer or robot automation processing.

• Comprehensive knowledge of generally accepted accounting principles and accounts payable best practices, and familiarity with the University of Illinois Business and Financial Policies and Procedures Manual, State of Illinois 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 One Note; preference for experience with Banner Finance, Banner Document Management, and iBuy applications.
• Ability to work…