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University of Illinois Urbana-Champaign · 1 day ago

Business Administrative Associate - Hybrid

Urbana, IL

Full-time

Hybrid

Entry, Mid Level

$48K/yr - $51K/yr

2+ years exp

The University of Illinois Urbana-Champaign is a leading research institution seeking a Business Administrative Associate to support University Payables. This role involves managing vendor records, educating vendors on invoicing practices, and serving as a liaison between external vendors and university units while ensuring compliance with accounts payable policies.

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

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

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

Coordinate, assist, and advise campus units' use of vendor records in Chrome River software and assist with the completion of payments

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

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

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

Assist in the preparation of 1099 tax forms, as needed

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

Qualification

Vendor ManagementAccounts PayableRPACAPA CertificationData ProcessingMicrosoft SuiteCommunication SkillsOrganizational SkillsCritical Thinking

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

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 Insurance

Retirement Plan

Paid time Off

Tuition waivers for employees and dependents

Company

University of Illinois Urbana-Champaign

The University of Illinois Urbana-Champaign is dedicated to building upon its tradition of excellence in education, research, public engagement and economic development.

Founded in 1915

Champaign, IL, US

10001+ employees