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.
Examples of Duties
Strategic Planning and Executive Support
- 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.
Finance, Treasury, Budget, Risk, Audit, and Governance Coordination
The Business/Administrative Associate serves as a coordinator and reviewer across the VP's core functional areas, including treasury, budget, risk management, audit, and Board governance. The incumbent does not perform the primary work of these departments but ensures the VP is informed, prepared, and positioned to act on issues across each area.
Key responsibilities include:
- 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.
- Coordinate the preparation and review of materials for the Board of Trustees Finance, Architecture & Design, and Audit Committees; ensure submission are complete, accurate, and aligned with Board policies.
- Support the audit team in the coordinating of 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.
Administrative and Operational Management
- 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.
Qualifications
Minimum Qualifications:
- Bachelor's degree in Business Administration, Finance, Accounting, Public Administration, Higher Education Administration, or a related field.
- At least three (3) years of progressively responsible business, financial, and/or managerial work experience.
- Demonstrated ability to manage multiple complex projects and competing priorities simultaneously.
- Strong organizational, analytical, and problem-solving skills with exceptional attention to detail.
- Excellent written and verbal communication skills, including the ability to prepare executive correspondence, reports, and briefing materials.
- Ability to exercise sound judgment and maintain confidentiality when handling sensitive information.
- Ability to work independently and effectively interact with senior administrators, Board members, faculty, staff, and external stakeholders.
(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.)
Preferred Qualifications:
- Experience supporting executive-level leadership in higher education, government, or another complex organization.
- Experience coordinating Board of Trustees materials, committee meetings, or governance activities.
- Experience with budgeting, financial reporting, audit coordination, or project management.
- Knowledge of university policies, procedures, and records management practices.
- Experience coordinating recruitment and hiring processes.
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.
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