Business/Administrative Associate

Job Title

Salary is competitive and commensurate with qualifications and experience, while also considering internal equity.

This position is responsible for the management of business, fiscal, and/or administrative operations. He/she will interact with a wide variety of internal and external constituents regarding business, fiscal, and/or administrative functions. While operating with a high level of autonomy and independent decision-making, the incumbent will work under the direction of the Vice Chancellor for Administration and Finance.

Examples Of Duties

Manages and oversees business, fiscal, and/or administrative operations.

• Oversee (prepare, review and process) Budget Allocation Adjustments and Funds Allocation Requests for Campus and make corrections on those submitted by departments.
• Manage the Federal Work Study fund for the Campus and transfer funds to departments as needed, using independent judgement as to who needs the funds most.
• Manage financial matters related to the operation of the VCAF office, including purchases, pcard matters, expense reporting and related issues; prepare purchase requisitions, invoice distribution forms, Foundation vouchers, travel vouchers, collection reports, and serve as liaison with respective units. Enter purchase requisition releases and receipts.
• Oversee/Manage/Enter budget entries for the Position Budget Report submitted by areas of Campus. Monitor and review monthly with VCAF.
• Monitor budgets for VCAF office state appropriation and income fund, service funds, and cash balances of all VCAF division's funds. Monitor VCAF Position Budget reports. Review all with VCAF monthly.
• Prepare and submit accounting, budget AIS and personnel paperwork as needed for VCAF area, including departments reporting to VCAF.
• Manage the VCAF's complex daily calendar. Provide executive level support for prioritizing meetings, events, action items and related activities.
• Calculate AIS production costs and bill Student Affairs annually to reimburse the Oracle Applications Implementation account. Annually prepare transfer vouchers to transfer funds to General Counsel for legal expenses. Annually prepare transfer vouchers for insurance and legal payments.

Contributes to the development and implementation of programs, objectives and/or long-range planning.

• Prepare PowerPoint presentations for VCAF re BOT mtgs, training materials, conferences, etc.
• Handle specialized, highly sensitive and confidential information related to budget, BOT, employees, etc.
• Schedule and arrange large complex meetings and training courses, and prepare training materials for these meetings/courses as needed by VCAF; and maintain and post materials to VCAF budget website.

Participates in contract preparation as needed by the VCAF.

Acts as a technical and administrative resource; represents a unit(s) at various meetings, conferences, and/or on committees.

• Oversee Univ-Level AP/CS Staff Excellence Awards nominations. Conduct the Committee meetings and represent VCAF at the Committee meetings. Coordinate and process paperwork for all Excellence Awards recipients regarding monetary awards, parking spots, and facilitate FEM work orders re the same.
• Facilitate request for nominations for Chancellor's Planning and Budget Committee (Fall).

Oversees reporting activities; provides detailed data analyses and comprehensive reports.

• Assist with facilitation of internal audits and audit responses by coordinating with respective units, ensuring deadlines are met and responses/reports meet auditor's recommendations.
• Receive internal control information from Risk Management. Distribute and collect responses and coordinate for signature.
• Prepare tax exempt letters and reports for all counties where SIUC owns property and distributes accordingly; serve as liaison with SIU Legal Counsel re the same.

Oversees personnel functions such as interviewing, selecting, training, supervising, evaluating performance, and/or developing staff, work schedules, and assignments.

• Facilitate all personnel paperwork including serving as VCAF NeoEd hiring manager. Creating Administrative/Professional and Civil Service position requisitions from inception to final hire.
• Oversee/report/review VCAF direct and some indirect staff payroll, absences and time certifications and track balances; run and review reports, including the Social Security/Medicare accounts under Chancellor's office; serve as VCAF signature delegate on same documents.
• Oversee interviewing, training, supervising, and evaluation of student employees. Facilitate all paperwork accordingly.

Oversees the development and implementation of operational policies and procedures.

• Serve as resource for units reporting to VCAF and Assoc. VCAF clarifying all office policies and procedures, as well as University policies and procedures as related to budget matters.
• Responsible for establishing, selecting, implementing, coordinating and monitoring office policies and procedures to assure maximum productivity and efficiency.

Performs other related duties as assigned.

Qualifications

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. (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.)

Based on position requirements, additional education, training, and/or work experience in an area of specialization inherent to the position may be required.

Supplemental Information

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. Tips for Completing a Civil Service Application: 1. To be eligible for the role, ensure that your application includes a complete and detailed employment history that highlights your relevant full-time and part-time work experience, including start and end dates of employment. 2. Relevant part-time work experience will count towards the qualifications for this position and will be converted to full-time equivalence to calculate the total length of experience. 3. Upload all official transcripts to meet the educational requirements. If the job description specifies a minimum number of college hours, transcripts are mandatory for the successful processing of your application. 4. Veterans who qualify for preference must provide proof of eligibility within ten (10) working days of submitting an application, unless the same proof has already been submitted in a previous application. The required proof of eligibility includes, at a minimum, a copy of the veteran's DD214/DD215 form (Department of Defense), NGB22 form (National Guard), or Discharge Orders or DD256 Discharge Certificate (Reserves). 5. After the position has closed, your application and supporting materials will be reviewed to determine if you meet the minimum qualifications, including any specialty factors associated with this position. Those who qualify will move forward for Civil Service Examination/Testing. 6. Please monitor your e-mail for further information regarding your application. Emails will be generated from View email address on click.appcast.io. 7. For more information on Civil Service classifications, please visit the SUCSS web site at sucss.illinois.gov About Civil Service Examination/Testing: The Civil Service examination for this classification is based on your application materials and responses to the supplemental questions. No participation other than submission of application materials is required from applicants that qualify to take the exam. If you meet the minimum required qualifications for this position, your application will move forward for examination/testing in which you will receive a score calculated based on your education and experience, and your name will be placed on the active employment register by exam score. This score will be emailed to the email address noted on your application. After the application deadline, the names within the top three scores will be referred to the department for interview. Sponsorship for Work Authorization is not available. For more information visit