Business/Administrative Associate - Enrollment and Retention Management

Summary: Provide ongoing analysis, reporting and advisement to the Vice Chancellor for Enrollment and Retention Management and ERM leadership to accomplish enrollment and recruitment decisions in achieving strategic goals. This position will direct and manage all business operations, including finance, record management, procurement, contract management, and human resource/payroll functions for Enrollment and Retention Management and its units. Serves as a liaison to other units on campus for all HR and Finance matters. Duties Responsibilities: Serves as Fiscal Officer for the Division of Enrollment and Retention Management and all of its units; Serves as first point of contact for all budget requests; Maintains fiscal responsibility for the units including monthly reconciliation of accounts and provides periodic reports and presentations on the status of the budgets to ERM Leadership and Campus Budget and Planning Committee; Leads strategic planning initiatives for the division by preparing multi-year budget forecasting, scenario planning, and financial analysis to support ERM leadership decisions. Partners with Campus Budget Office in the development of budgets. These include state, gift, grant, allowance, and self-supporting fund. Coordinates with Purchasing Office and Office of Research and Administration on the creation, negotiation, and execution of all contracts for Enrollment and Retention Management. Reviews all contracts for ERM Division and negotiates pricing and terms of agreement to ensure best purchase price available. Serves as liaison between UIS and external vendors in the execution of all agreements with ERM; Serves as Purchasing agent for division following all state and university policies to make all purchases using Purchase orders and/or university credit cards, or other approved methods. HR management - Manages personnel issues in collaboration with units including hiring, evaluation, and dismissal processes. This position will also perform all HR personnel transactions including new hires, job changes, and separations; oversees the approval of time sheets and submits pay adjustments as necessary for Civil Service and student workers. Serves as Department Card Manager for P-Card and T-Card users. This includes working with System Card Services to issue cards, monitor and ensure compliance with university purchasing and credit card policies, and assisting staff with reconciliations; serves as charge code reviewer for credit card transactions which includes reviewing and approving all credit card charges for the unit. Manages Accounts Payable and Accounts Receivable for Enrollment and Retention Management and ensuring that revenue is received and invoices are paid in a timely fashion. Reconciles student fees and submits reports monthly to the budget office to have funds transferred to ERM. Manages Immigration document renewals and maintenance processes for ERM staff. Serves as advisor to unit staff on university developments, policies, and regulations related to budget, strategic and fiscal planning, procurement guidelines, etc. BAA also is administratively responsible for ensuring unit compliance with federal, state, and university regulations, including Protection of Minors act, NCAA regulations, fiscal regulations, and appropriate use regulations. Serves as Campus Security Liaison and represents ERM on various finance and business-related committees including University Planning and Budget Committee and Commencement Committee. Manages equipment, supplies, and facilities. This includes inventory of equipment and supplies, processing surplus and disposal requests, and submitting work orders for maintenance of ERM workspaces. Serves as Finance/Human Resources Unit Security Contact for the ERM division granting and maintaining access to all university HR and financial systems and platforms in compliance with internal controls and other applicable policies. Other duties as assigned.