Business/Administrative Associate - Finance & Administration

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.

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.)

• 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.

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 info@schooljobs.com.
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 https://policies.siu.edu/policies/employment-non-us-citizens.php

Southern Illinois University Carbondale is an R1 Opportunity University with a statewide economic impact of $2.7 billion dollars. We offer 200 undergraduate degrees, minors and specializations, 79 master’s degrees, and 40 doctoral degrees. Our main campus is 1,136 acres, with additional acreage in University Farms, Touch of Nature Outdoor Education Center, and other facilities. The university is an essential part of the city of Carbondale and an important contributor to the culture of the entire region. While Carbondale includes many of the amenities of urban life, it retains its small-town flavor. Cost of living is considerably lower in the region than similar areas elsewhere, and many employees commute from nearby counties.

The Southern Illinois region is distinct from the rest of the state, boasting considerable natural beauty including the Shawnee National Forest, many state parks, national wildlife areas, and several lakes beloved for recreation. Local foods are readily available in the area, with a variety of eateries and a growing specialized food truck presence. The area is home to the Shawnee Hills Wine Trail, an official wine appellation designation. The wineries extend the cultural reach of the community, hosting live music and continual art exhibits. The campus itself is a microcosm of the area, with a lake and forest on campus, as well as traditional collegiate architecture, quad, and residential halls. Students enjoy outdoor study areas as well as specialized computer labs scattered across campus, including in the three million volume Morris Library. To learn about employee benefits, employee tuition waivers, and find resources about Carbondale and the Southern Illinois region, visit: https://jobs.siu.edu/.

Southern Illinois University Carbondale is an equal opportunity, affirmative action employer dedicated to building a community of excellence, equity, and diversity. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, ancestry, age, order of protection status, genetic information, marital status, disability, pregnancy, sexual orientation including gender identity, unfavorable discharge from the military or status as a protected veteran. The university will comply with all federal and state nondiscrimination, equal opportunity and affirmative action laws, orders, and regulations.

University employees may be eligible for a variety of State of Illinois benefits. These benefits are administered through the Illinois Department of Central Management Service (CMS). These benefits include: Health Insurance plans (HMOs, OAPs, QCHP and CDHP), Dental Insurance, Vision Plan, Life Insurance, Accidental Death & Dismemberment (AD&D), Supplemental Long Term Disability (LTD), Flex Spending Accounts, MCAP and DCAP, and 457(b) Deferred Compensation Plan.

Eligible employees are required to participate in the State Universities Retirement System (SURS). SURS is the retirement administrator for employees in public higher education in the State of Illinois.

Other benefits available to eligible employees include: Generous paid time-off, 403(b) Supplemental Retirement Plans, and Employee Assistance Program.