Financial Specialist Senior - Career & Leadership Development - 13162
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INTRODUCTION:
The Department of Career and Leadership Development seeks a Financial Specialist Senior.
JOB DUTIES:
Position Summary:
The position works in conjunction with other Career & Leadership Development staff to provide fiscal and office program support. Supervision of fiscal management of multiple organization accounts. To provide program support, development, and implementation of various programs and activities administered by this office. Assist the Director and the Assistant Director with the following activities:
75% A Fiscal Management - Provide fiscal support for the management of the student organization accounts that are the responsibility of Career & Leadership Development. This includes, but is not limited to:
A1. With the Assistant Director, attend weekly Segregated University Fee Allocation Advisory Committee (SUFAC) leadership meetings.
A2. Coordination of all expenditure related to student organization travel. Be knowledgeable of UW System Travel Policy and Guidelines; serve as expert and resource for student leaders regarding the UW Travel Wise Portal and use of Concur to make all transportation, lodging, vehicle reservations, etc. Enter, update, and complete all electronic pre-authorization and reimbursement (TER) for above mentioned accounts; serve as Alternate Requestor on behalf of students Pay all conference registration, hotel reservations, airfare, and other travel related expenses as needed to support travel. Meet with student leaders and advisors as needed to answer questions and ensure compliance with UW System travel policy.
A3. Maintain accurate record of expenses for all SUFAC-funded student organizations. Keep Procurement Log supporting documents to ensure compliance with procurement policy. Work with the university internal audit office to ensure that record keeping is in accordance with university standards.
A4. Maintain complete and accurate records for 60+ SUF-funded student organization accounts. According to procurement card compliance policy, ensure accuracy and compliance of procurement card records.
A5. Generate and maintain records of all expenditures and revenue (Purchase/Quick Orders, Payment to Individual Request, Bid Process, Contracts/Riders, cash deposits) made by SUF-funded student organization accounts.
A6. On a regular, bi-weekly basis, access Bank One account for Student Organization P-Card and Student Organization Travel Card, and make transfers of purchases made on behalf of student organizations to the respective student organization’s SUF account.
A7. Process Cash, Budget, and Expenditure Transfers to support various activities as needed.
A8. Make purchase of supplies and other related purchases (Amazon, film rights, etc.) on behalf of SUF-funded student organizations.
A9. Serve as back-up for MDS purchases.
A10. Serve as a departmental liaison to Financial Services. Build relationships to ensure compliance with University policy and guidelines, and to resolve related issues as they arise. Serve as a departmental representative to the regular Campus Business Representatives (CBR) meetings in order to learn about changes to and compliance with University business practices. Bring information to departmental staff as needed to ensure all staff accurately understand and comply with desired business practices.
A11. As needed, provide training for all departmental staff regarding updates and changes in procedure, helping to ensure that all staff account managers follow University guidelines.
A12. Administer the respective Student/Faculty Accounts for various office programs. Maintain records of the accounts.
A13. With staff members, work with outside entertainment/and speaking agencies whom are contracted to provide a service or performance for the campus and to make sure that all required contract documents are accurately completed for submission for payment in Financial Services.
10% B. Entertainment/Speaker Contracting
B1. Educate and update staff members in the contract process. Assist other departments with contracts as needed.
B2. Correspond with outside agencies/vendors and individuals as needed to complete the contract process.
B3. Maintain a tracking system to ensure the timely submission of performance contracts, riders and W9 forms.
B4. Manage the process of obtaining required information for all contracts, and oversee all payments.
B5. Perform duties as contact liaison with Financial Services.
5% C. Student Payroll Administrator (Back-up)
C1. Serve as back-up payroll administrator for approximately 60 student employees.
C2. As necessary, approve electronic timecards for most student employees and assure bi-weekly payments for all salary paid student employees.
10% D. Administrative Support
D1. Oversee the Greek chapter rosters and calculate Greek chapters grades each semester based on established procedures.
D2. Provide support to numerous staff and programs as needed.
D3. Attend meetings, workshops, and training seminars to keep current of new trends, technology, training seminars, and updates in policies and guidelines.
D4. Serve as administrator for 4 Greek community list serves.
D5. Coordinate the assignment of keyless access for all student organization offices located in the Warhawk Connection Center. Distribute keys as necessary.
D6. Maintain accurate inventory of keys and students authorized to enter each office.
D7. Administrative support for department’s computer replacement plan.
D8. Maintain records.
D9. Provide administrative support for U LEAD.
D10. Will be an active participant in following applicable safety rules and regulations including training and drills.
QUALIFICATIONS:
Minimum Qualifications:
- Work experience in a financial role, able to demonstrate a basic knowledge of financial processes.
- Excellent verbal communication skills.
- Ability to interact effectively with a wide-range of people.
- Strong technical skills, comfortable learning and operating various software platforms.
- Able to solve problems in an analytical and logical approach.
- Ability to take self-initiative and work independently.
- Strong organizational and time management skills to complete multiple projects simultaneously.
- Ability to explain complex purchasing and financial processes to student organization leaders who are unfamiliar with these systems.
- Comfortable talking with small groups of students.
The University of Wisconsin-Whitewater is a regional comprehensive university with an enrollment of more than 12,000 students. UW-Whitewater has reached record enrollment four of the last five years and offers 50 majors in four colleges. UW-Whitewater also offers 15 master's degree programs and recently added a Doctorate of Business Administration. UW-Whitewater students achieve excellence in the classroom and on the playing field. In the 2014-15 Academic Year, UW-Whitewater was the first university in NCAA history at any level to win national championships in football, basketball and baseball in a single year. The campus offers more than 200 student organizations and is a vital economic engine for southeastern Wisconsin. UW- Whitewater is situated on 400 acres of land and has an annual budget of more than $219 million. - See more at: http://www.uww.edu/news
UW-Whitewater is part of the 26-campus University of Wisconsin System. Located in a community of 14,622 residents near the scenic Kettle Moraine State Forest in southeastern Wisconsin, Whitewater is within convenient driving distance to the metropolitan areas of Milwaukee, Madison, and Chicago.
Qualified veterans with a 30% or more service-connected disability are eligible for non-competitive appointment to permanent positions in classified civil service under s. 230.275, WI Stats. Ask the Human Resources contact listed on any job announcement for information on how to apply under this provision. Current State of Wisconsin employees are not eligible for non-competitive appointment.
The University of Wisconsin-Whitewater is an Equal Opportunity and Affirmative Action Employer, and actively seeks and encourages applications from women, people of color, persons with disabilities, and all veterans.
Wisconsin Statute 19.36(7)(b) provides that applicants for positions may indicate in writing that his or her identity should be kept confidential. In response to a public records request, the University will not reveal the identities of applicants who request confidentiality in writing, except that the identity of the successful candidate will be released. See Wisconsin Statues 19.36 (7)(a).
UW-Whitewater conducts criminal background checks as a contingency to employment. A criminal background check will be conducted prior to an offer of employment.
The University of Wisconsin - Whitewater requires that all employees be active participants in following applicable safety rules and regulations including necessary training and drills.
For UW-W Campus safety information and crime statistics/annual Security Report, see http://www.uww.edu/asfr. If you would like a paper copy of the report please contact the UW-Whitewater Police at 262-472-4660.
HOW TO APPLY:
Applications received by July 8, 2017 are ensured full consideration. Applications received after that date may be given consideration at the discretion of the search committee. Application materials will be evaluated and the most qualified applicants will be invited to participate in the next step of the selection process.
If you have questions regarding this recruitment, or if you are not able to complete the application online due to a disability or system problem, please contact us at 262-472-1024 or hrstudent@uww.edu.
For questions regarding the position please contact:
JoEllen Shelton
Assistant to the Director
262-472-1511
sheltonj@uww.edu
Only complete application packages will be considered. Unless confidentiality is requested in writing, lists of applicants must be released upon request. Finalists cannot be guaranteed confidentiality.
A complete application includes online submission of the following documents:
- Cover Letter
- Resume
- 3 Professional References
The job id is: 13162
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A current employee of the University of Wisconsin System, click here: UW-Whitewater Internal Applicants
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