Business/Administrative Associate - Athletics

Summary: The Business/Administrative Associate manages the business, financial, and administrative operations of the Department of Athletics. This position serves as the first-line resource to internal and external constituents providing administrative support that includes a broad range of complex responsibilities within Athletics. Participate in divisional business operations meetings, cross-training initiatives, procedure development, and process improvement efforts. Maintain working knowledge of business operations across multiple Student Affairs departments to ensure continuity of service and operational effectiveness. Duties Responsibilities: Coordinates the business and fiscal operations of the UIS Department on Athletics. Prepares and reconciles purchase orders and expense reports. Compiles budget data and documents based on estimated revenues, expenses, and previous budgets for 18 NCAA Division II intercollegiate sports, collaborating closely with leadership and utilizing specialized financial software to ensure accuracy and alignment with department and university goals. Coordinates reporting activities and assesses and delivers administrative reports. Directly responsible for mandatory NCAA Membership Financial Report and The Equity in Athletics Disclosure Act completed annually. The NCAA Financial Report is subject to agreed-upon procedures performed by a qualified independent accountant every three years. Responsible for the coordination of required external reviews. Facilitates contract negotiations and oversees contract management, working with Contracts+ and campus and system offices Coordinates department and team transportation, including the solicitation of bids and contracts. Ensures payment of game officials in Ref Quest. Prepare invoices for billing sponsors, integrating financial software tools to streamline processes and ensure accuracy. Participates in budget development and strategic fiscal planning. Analyzes financial data, including revenue trends and expense patterns, and prepares monthly reports summarizing findings and actionable recommendations to support data-driven decision-making and strategic planning. Coordinates personnel functions, including job postings and process oversight in JDXpert, Cornerstone, HRFE, and AVSL. Design and implement comprehensive search plans for vacant positions, ensuring alignment with organizational goals and leveraging advanced tools to attract top talent. Ensure search committee training and compliance with University policies. Coordinate on-boarding program. Coordinates the development and implementation of operational policies and procedures relative to the business and fiscal operations of the department. Monitors, researches, and distributes information regarding changes in policies, procedures, and requirements impacting the department. Provide administrative, financial, and operational support to other departments within the Division of Student Affairs during periods of increased workload, staff vacancies, special projects, audits, peak processing periods, and other operational needs. Collaborate with divisional business staff to ensure continuity of services and consistent application of fiscal and administrative procedures throughout the division. Acts as a technical and administrative resource and represents the department at meetings, conferences, committees, and CAMBA membership. Perform other duties at the lower level and as assigned or required.