Business/Administrative Associate (Executive Assistant to VCSA)

Job description

Category:Civil Service Title:Business/Administrative Associate (Executive Assistant to VCSA) Location:Springfield Close Date:01/20/2021 Description:

UIS Human Resources has a List Serve Option for current vacancies.

Please scroll to the bottom of this page to click on the link to sign up!

Subscribers will receive weekly emails with current UIS vacancies.

New Applicants:Please create an account from the Home Page. Select the "Apply to Position" button at the bottom of this posting to complete the required forms including the Pre-Approval, which must be submitted before 5:00 pm on the deadline of the posting. Upon approval, which can take 1-3 days to account for weekends and holidays when employees are out of office, complete the remaining forms to apply and be sure to upload any documents noted as required in the posting.

Returning Applicants:Select the "Apply to Position" button at the bottom of this posting, complete the required forms to apply and be sure to upload any documents noted as required in the posting. Note: if you have previously applied for positions before March 1st 2019, you will have to complete and submit another Pre-Approval form. Please read directions under “New Applicants” above.

To properly evaluate your qualifications for this position, your online application must include a complete employment history detailing duties, education and certifications. Note that a resume cannot substitute for the information required on the official application form. Education requirement will be verified by submitted transcript(s).

College Transcripts and Veteran's Preference Eligibility: College transcripts and military discharge documentation (DD214, DD215, and NGB22) must be uploaded with the online application. Human Resources will not accept faxed, emailed, or hand delivered documentation to our office.


DEADLINE TO SUBMIT TRANSCRIPTS: 01/30/2021 Failure to list or accurately describe work experience, or failure to submit college transcripts may result in an applicant not being admitted to the exam.

For full consideration, applicants must be residents of the State of Illinois.

Minimum Starting Salary: $32.70 per hour/7.5 hour workday

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 the Fair Credit Reporting Act.

UIS is an affirmative action/equal employment opportunity employer; veterans, persons with disabilities, women and minorities are encouraged to apply.

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 and former employers regarding findings of sexual misconduct or sexual harassment. For more information, visit

As a qualifying federal contractor, the University of Illinois System uses E-Verify to verify employment eligibility.

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

  • You don't pay Social Security taxes and your earnings won't be on your Social Security record. (Your record will, however, show your Medicare wages.)

New Vacancy List Serve: Human Resources now has a list serve for current vacancies. Subscribers will receive weekly emails with current UIS vacancies.



  • Manages the Division of Student Affairs budget
  • Provides oversight and budgetary guidance to fiscal officers within each of the Division’s 19 units including athletics and auxiliary units
  • Prepares monthly and fiscal year budgets, maintains and reconciles monthly budget spreadsheets, and notifies unit directors of expenditure levels as the fiscal year progresses
  • Ensures that budget lines are in balance and allocates available resources based on needs, projections, and best practices
  • Manages all fee funds at the campus level, including online student service fees and other fee funds outside of the division, prepares projections and allocates fee funds based on student need, and makes year-end decisions on the redistribution of funds
  • Prepares budget reports, research summaries, correspondence, and budget proposals for review and action
  • Interprets and analyzes various budget and finance reports

Management and Operations

  • Supervises Division support staff including graduate assistants and student staff
  • Oversees personnel appointments and new hires within the Division and manages Divisional personnel records including payroll, time, leave, and attendance
  • Supports the development and revision of Divisional policies, and supports the assurance of compliance to University and Divisional policies
  • Directs property control and inventory processes for all Student Affairs units
  • Act as unit security person for all Banner related access and provides Banner training to new directors and support staff
  • Act as P-card and T-card manager for the Division
  • Serves as web liaison for the Division


  • Serves on the Student Affairs Executive Team and participates in Student Affairs Directors Meetings
  • Acts on behalf of the Vice Chancellor in matters of administrative detail
  • Works independently with Divisional staff, student leaders, and student groups in program development and problem solving
  • Represents the Division in fundraising efforts and coordinates Foundation activities that pertain to Student Affairs.
  • Represents Student Affairs on campus and University committees and focus groups.

Communication and Administrative Aid

  • Manages the Vice Chancellor’s calendar
  • Disseminates oral and written information to staff and students on behalf of the Vice Chancellor
  • Prepares internal and external communications
  • Act as the Vice Chancellor’s liaison to campus entities, students, faculty, and external groups as needed
  • Manages the Division’s social media presence and website content

Other Duties as Assigned

  • Represents the Vice Chancellor at campus, community, university, state, regional, or national meetings as requested
  • Provides support to the Student Affairs Executive Team
  • Performs other duties as assigned by the Vice Chancellor


Required Qualifications

Bachelor's degree in business administration, management or a field related to position.Two (2) years of professional-level accounting, managerial and/or business experience, including one year at an administrative level.Additional education, training, and/or work experience in an area of specialization inherent to the position may be required: 5 years of experience in budgeting/fiscal management

Preferred Qualifications

  • Competed coursework in finance, business administration, accounting or educational administration
  • Experience with, and knowledge of, enterprise resource planning platforms, budgeting and fiscal management systems, and/or human resource software
  • Knowledge of supervisory principles and practices
  • Demonstrated ability to work with diverse constituents
  • Proficiency with MS Office applications
  • Master’s Degree (MBA or related field)
  • Experience with Banner and other OBFS applications
  • Direct budget management experience
  • Higher education experience
  • Supervision experience

New Vacancy List Serve: Human Resources now has a list serve for current vacancies. Subscribers will receive weekly emails with current UIS vacancies.




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Job No:
Posted: 1/9/2021
Application Due: 1/20/2021
Work Type: Full Time