What are the responsibilities and job description for the Department Financial Assistant position at University of Wisconsin System?
INTRODUCTION:
Department Financial Assistant
School of Management
Full Time; Annual; 100%
The College of Science, Technology, Engineering, Mathematics, and Management invites qualified candidates to apply for the School of Management Department Financial Assistant.
The primary responsibilities of this position include but are not limited to: provide financial assistance to the assigned department chairs and the School of Management Director; act as financial office manager for the school/departments; purchase services, supplies and equipment; reconcile funding strings; complete financial reporting and projections; provide financial guidance and training to faculty/staff on policy and procedure; manage student employee payroll; and other related duties.
Official UW Title (Code) / Job Description: Department Assistant (AD085)
QUALIFICATIONS
Minimum / Required
- High school diploma or equivalent.
- Professional financial management experience.
- Excellent verbal and written communication skills.
- Excellent judgment including sensitivity to personal and confidential information.
- Exceptional interpersonal and customer service skills
- Intermediate to advanced skills in Microsoft Office (Excel, Word, Outlook, etc.) or equivalent.
- Good work habits, such as attendance, punctuality, accountability, thoroughness, and resourcefulness.
- Strong ability to pay attention to detail.
- Work independently and as part of a team environment and on collaborative efforts.
- Adaptability to function in a dynamic environment of changing procedures, policies, and software.
Highly Desired/Preferred
- Work experience in higher education or state/ local government entities.
- Experience with Workday or other cloud-based software platforms.
- Associate's degree (or higher) in finance, accounting, business or related fields.
RESPONSIBILITIES
Include but are not limited to:
- Initiate and assist with purchases either by procurement card, purchase requisition (catalog and non-catalog purchases), direct payment, payment to individual, etc. following purchasing policies and procedures.
- Monitor purchases, verify receipt and payment. Track purchasing card activity and provide backup detail to the purchasing office as required.
- Monitor and reconcile financials as required.
- Compile quantitative and financial data for school director, department chairs and others to assist with budget and forecasting process.
- Process, monitor, and reconcile limited term employee and student payrolls.
- Prepare budget/accounting forms (budget, expenditure, revenue, and payroll transfers; deposits, etc.) to maintain accurate financial records
- Assist principal investigators on awards/grants to execute budget line items, including student payroll, supply, and capital purchases, etc. Provide supporting documentation to college accountant and Post Award office as needed.
- Collaborate with department assistants, lab support staff, and other college staff as needed.
- Train new faculty and staff on budget, travel, purchasing, special course fee requests, access to learning requests, and other procedures.
DEPARTMENT INFORMATION
The College of Science, Technology, Engineering, Mathematics and Management (CSTEMM) is comprised of the R.F. Cervanka School of Engineering, the School of Management, the Department of Biology, the Department of Chemistry and Physics, and the Department of Mathematics, Computer Science and Statistics. At least half of all UW-Stout students are housed in CSTEMM.
The School of Management is comprised of the Department of Business, the Department of Hospitality and Technology Innovation, the Department of Military Science, and the Department of Operations and Management.
UW-Stout's College of Science, Technology, Engineering, Mathematics and Management is committed to creating an inclusive campus community. Candidates who have experience working collaboratively with diverse individuals and/or groups who can contribute to fostering an inclusive environment are encouraged to identify their experience in these areas.
APPLICATION INSTRUCTIONS
Complete applications received by end of day, Wednesday, February 12, 2025, are ensured full consideration. Applications submitted after February 12th may be reviewed at the discretion of the search committee or until position is filled.
To apply, click on the APPLY button or go to: https://www.uwstout.edu/about-us/careers-jobs
Required application materials:
- Cover letter (no page limit)
- Resume (no page limit)
All final candidates will be asked to provide names, email contact information, and/or phone numbers for three (3) references, with at least one being from a manager or supervisor, during the interview process.
Applicants must complete all required fields and attach all required documents prior to submitting the online application.
Note: Once you have attached your materials and submitted your application you will not be able to go into the system and change them.
Before starting the online application process, we recommend you preview the frequently asked questions (FAQs) available at: https://kb.uwss.wisconsin.edu/21900
It is the policy of UW-Stout to provide reasonable accommodation to qualified applicants with disabilities. If you need assistance, or accommodation in applying because of a disability, please contact us using the information below. Employment opportunities will not be denied because of the need to make reasonable accommodation for a qualified individual's disability.
For questions regarding this position or recruitment, please contact:
Search Chair: Renee Surdick
Email: surdickr@uwstout.edu
If you need assistance with the online application process or if you submitted your application prior to uploading all the required application materials, please contact:
Search Coordinator: Jade Roinila
Email: roinilaj@uwstout.edu
ADDITIONAL INFORMATION
The normal work schedule for this position is Monday through Friday, 8:00 a.m. to 4:30 p.m.
Minimum starting salary of $20.00/hour, commensurate with qualifications, experience, and available budget.
A six-month probationary period is required.
The Universities of Wisconsin provides an excellent benefits package including participation in the Wisconsin State retirement plan, demonstrating our commitment to the diverse needs of our employees. UW-Stout is certified as a Family Friendly Workplace which recognizes market-leading employers for employee benefits and commitment to supporting children and families.
- Benefit Details: https://www.wisconsin.edu/ohrwd/benefits/download/quickguideus.pdf
- To calculate the estimated value of your total compensation, use the Health & Retirement Contributions Estimator | Employee Benefits (wisconsin.edu)
UW-Stout is committed to nondiscrimination in its employment practices and to equal employment opportunity for all persons and does not discriminate against, harass or retaliate on the basis of race, color, creed, religion, age, sex (as defined in state and federal law), sexual orientation, national origin, ancestry, disability, pregnancy, marital or parental status, genetic information, arrest record, conviction record, military service, veteran status, use or nonuse of lawful products off the employer's premises during non-working hours, political affiliation, declining to attend a meeting or participate in any communication about religious matters or political matters, honesty testing, or any other category protected by law.
As an equal employment opportunity and affirmative action employer, UW-Stout welcomes applications from individuals from diverse groups; veterans, individuals with disabilities and from historically excluded populations. At UW-Stout we value our differences and welcome diverse perspectives as we continually commit to developing an inclusive and equitable environment for all employees and students.
Employment is contingent upon the final candidate's completing a criminal background check and being cleared to work by the Human Resources Office. Employment is also contingent upon the final candidate passing reference checks and an essential job function test, as applicable. The reference check process includes asking the final candidate and most recent supervisor(s) questions regarding sexual violence and sexual harassment. Final candidates with previous employment within the Universities of Wisconsin and State of WI agencies will be subject to additional reference checks.
In response to a public records request, the Universities of Wisconsin will not reveal the identities of applicants who request confidentiality in their online application, except that the identity of the successful final candidate will be released. See Wis. Stat. sec. 19.36(7).
UW-Stout is committed to providing safety and security of all members of our community in accordance with the Clery Act. For campus safety information and crime statistics visit: https://www.uwstout.edu/life-stout/police-and-parking/clery-information
INSTITUTIONAL OVERVIEW
University of Wisconsin-Stout, Wisconsin's Polytechnic University, offers an unmatched career-focused education that combines applied learning, theory and research with real-world experience that prepares tomorrow's leaders to drive the future of business and industry. At UW-Stout, our students do more than earn a degree-they do on day one. And we are #StoutProud to produce lifelong learners, ethical leaders and responsible citizens who succeed in a global society.
UW-Stout is recognized nationwide for its operational excellence. We were the first and remain the only full four-year public higher education institution in the nation to receive the Malcolm Baldrige Award, and we are dedicated to a process-improvement model that leverages the power of data and the value of our people. We believe in critical thinking and fact-informed decision making. We pursue sustainability in form and function and collaborate across campus and with our partners to solve problems in industry and society. And providing an equitable, diverse and inclusive environment for our faculty, staff and students to live, learn and work is a top priority.
We offer 50 undergraduate degrees, 20 graduate degrees and 30 professional certificates in Art, Design & Graphics; Business & Management; Education; Human & Social Sciences; Information Technology & Communications; and Science, Engineering & Math. Our first-class digital infrastructure and learning environments provide our nearly 7,000 students with every avenue to explore and personalize their success. As the only laptop campus among the 13 Universities of Wisconsin, UW-Stout provides laptops and industry-standard software, open education resources and other technology-driven advantages' all included in on-campus undergraduate tuition and fees. And we invest in people who share our vision to advance our position as Wisconsin's only Polytechnic University and as a regional, national and international leader in higher education.
Be a part of the future at UW-Stout. Learn more at https://www.uwstout.edu/about-us
University of Wisconsin-Stout is located in Menomonie, Wisconsin, a community an hour east of Minneapolis-St. Paul. A pillar of Wisconsin's Chippewa Valley and recognized as one of the best small towns in America, Menomonie provides an idyllic combination of natural beauty, outdoor recreation, boutiques and arts and culture with access to a metropolitan area. For more information about the UW-Stout community and region visit: https://www.uwstout.edu/about-us/our-community
Job Family: Staff
Salary : $20
