Business/Administrative Associate - OPEL

Business/Administrative Associate - OPEL

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About UIS: Located in the state capital, the University of Illinois Springfield is one of three members of the University of Illinois system. The University serves more than 4,000 students in 44 graduate and 56 undergraduate programs. You are encouraged to visit the university web page at http://www.uis.edu.

Application deadline: 5/1/2025

Minimum Starting Salary: $30.76 per hour/7.5 hour day

Summary:
Management of all unit business processes, including finance, record management, procurement, inventory, travel and expense reports, and human resource/payroll functions for Online, Professional, and Engaged Learning (OPEL) and subunits including the Center for Online Learning, Research and Service, Office of Engaged Learning, Office of Digital Accessibility and Center for Faculty Excellence.

Duties & Responsibilities:

• Manages creation, negotiation, and execution of contracts for services as well as procurement contracts for sub-contractors as well as the needs of the units. This includes outside agencies as well as internal units. This requires working with various entities within the University system to comply with all applicable laws and policies.

• HR management including administering faculty contracts for 4-week, 8-week, and 16-week classes and performs related HR personnel transactions for OPEL. Manages personnel issues in collaboration with units including hiring, evaluation, and dismissal processes. This position will also perform all HR personnel transactions including collecting and approving time sheets and performing pay adjustments as necessary for Civil Service and student workers for OPEL.

• Manages all aspects of financial matters for the units that comprise Online, Professional & Engaged Learning. Reviews and analyzes unit budget information and develops integrated budget forecasts and recommendations. Prepares fiscal reports with breakdowns of income and expenses. Presents recommendations to the Associate Provost for OPEL. Maintains fiscal responsibility for the units. Provides leadership in the development of budgets and in the coordination of fiscal activities, including travel expenses, gift accounts, grant accounts, self-supported account, international transfers, state accounts, and local accounts.

• Manage all financial services required by Study Away Programs including travel management, budget creation and analysis for trips, International purchases, and providing support for International institutions on completing required forms.

• Serves as central fiscal manager for P-Card and T-Card users for OPEL. This includes receiving/approving funding requests from staff, reconciling P-Cards for all unit staff, serving as a charge code approver for TEM transactions, overseeing fiscal transactions. This also includes being a proxy for several employees within the units.

• Serves as advisor to unit staff on university developments, policies, and regulations related to budget, strategic and fiscal planning, procurement guidelines, etc. BAA also is administratively responsible for ensuring unit compliance with federal, state, and university regulations, including Protection of Minors act, NCAA regulations, fiscal regulations, and appropriate use regulations.

• Manages equipment records, and monitors compliance with grants and other various regulations for all units in OPEL and CASA. Maintains and facilitates inventory and supplies.

• Manages student and client billing processes.

• Other duties as assigned.

Minimum Qualifications:
1. Bachelor's degree in relevant fields, such as Business Administration, Management, Management Information Systems, Public Policy/Administration, Communication, or other social science degrees or 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.

Preferred Qualifications:
Experience with budgets and/or financial operations in a higher education environment, including international transactions.
Familiarity with confidential record-keeping and adherence to campus, state, national confidentiality policies, as well as state ethics policies including compliance and FERPA regulation.
Experience with supervision of full-time and student employees

Knowledge, Skills & Abilities:
Excellent oral and written communication skills that demonstrate professionalism to all constituents, including students, faculty, staff and administrators.

Strong organizational and multi-tasking skills to effectively meet deadlines, anticipate and handle long-range projects and goals, and manage workflow during peak periods.
Mindfulness of detail in job functions and an ability to organize complex logistical operations.
Ability to utilize various software packages, including but not limited to Outlook, Word, Excel, and Access.
Ability to work collaboratively in a team environment.
Ability to work in a fast-paced entrepreneurial environment to effectively meet the needs of the university constituents and community.
Ability to work independently and exercise judgment to be able to analyze and investigate a variety of questions or problems.
Knowledge of general office practices and procedures.

Physical Demands:

• Standing : Occasionally

• Walking : Occasionally

• Sitting : Constantly

• Repetitive Motions : Frequently

Travel Requirements:
10% Possible travel for conferences/ professional development.

Employment Policies and other information:

Failure to accurately describe work experience, or failure to submit college transcripts may result in an applicant not being admitted to the exam.

UIS an affirmative action/equal opportunity employer with strong institutional commitment to recruitment and retention of a diverse and inclusive community. Women, minorities, veterans, and persons with disabilities are encouraged to apply. As a qualifying federal contractor, the University of Illinois System uses E-Verify to verify employment eligibility.

The University of Illinois may conduct background checks on all job candidates upon acceptance of a contingent offer of employment. Background checks will be performed in compliance with state and federal law.

The University of Illinois System requires candidates selected for hire to disclose any documented finding of sexual misconduct or sexual harassment and to authorize inquiries to current or former employers regarding findings of sexual misconduct or sexual harassment. For more information, visit Policy on Consideration of Sexual Misconduct in Prior Employment.

Benefits eligible positions include a comprehensive benefits package which offers: 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. Click for a complete list of Employee Benefits.

UIS employment in this role is not covered by Social Security, and instead, is covered by the State University Retirement System.

• You will not pay Social Security taxes and your earning will not be on your Social Security Record. (Your record will, however, show your Medicare wages.
• Your pension from the State Universities Retirement System may affect the amount of your:

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. Requests may be submitted by contacting UIS HR at hremployment@uis.edu or call 217-206-6652.