University Services Program Associate - iCIT - 14741

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INTRODUCTION:

The iCIT department seeks an University Services Program Associate.

JOB DUTIES:

The responsibility of the position will be to provide administrative and financial support to the division of Instructional, Communication and Information Technology. This position will work under general supervision and will report to the Assistant Vice Chancellor for iCIT (CIO).

50%   A. Budget Development and Accounting

1. Responsible for development of annual budgets for all GPR and PR accounts allocated to iCIT (approximately $4.5 million). This includes ICIT operational funds for salaries, services & supplies, Student Tech Fee, Technology Infrastructure funding, and a number of special purpose accounts.
2. Work within the parameters of the fiscal year in addition to state, campus and/or UW System procedural rules, and guidelines.
3. Monitors and tracks iCIT GPR & PR financial accounts to ensure expenditures of funds is in accordance with allocations, objectives, and priorities.
4. Actively develop and maintain documents, including spreadsheets to track spending in accordance with needs of CIO and directors of units within iCIT.
5. Develop and maintain monthly Profit and Loss Statements for PR accounts.
6. Collect and verify documentation in support of purchases made via credit card and reallocate to correct org code as needed
7. Identify, develop, and apply policies, regulations and procedures where appropriate.
8. Verify and reconcile data in the campus automated accounting system.
9. Proactively monitor budget, submitting budget transfers when necessary.
10. Project expenditures in order to determine carryover requests and prepare budget for upcoming fiscal year.
11. Prepare timely and accurate year-end reconciliation.
12. Organize, store, and archive records in support of above activities in accordance with audit requirements.

30%   B. Office Operations Support

1. Act as backup for ICIT Administration reception
2. Administer office filing system, including personnel files.
3. Coordinate travel arrangement for ICIT employees and candidates
4. Manage and purchase office supplies as needed.
5. Assist in operation and maintenance of office equipment: ordering and replacing toner cartridges in copier, stocking copier paper, etc.
6. Compose, type and distribute memos/emails/correspondence

10%   C. Contract Management

1. Maintain records of all equipment and software on maintenance contracts in such a way that continuing maintenance costs can be easily projected.
2. Maintain documentation on vendor contracts and license agreements.
3. Track and report project budgets and costs.
4. Assist for campus software chargebacks (i.e. Perceptive, Pharos, Amos, etc.).

10%   D. Other duties as assigned

1. Willingness and ability to be an active participant in following applicable safety rules and regulations including necessary training and drills.
2. Ability to interact respectfully with people from diverse socioeconomic, cultural and ethnic backgrounds.

QUALIFICATIONS:

Minimum Qualifications:

• 1-2 years’ experience in office administration
• 1-2 years’ experience in budget development and accounting
• 1 year experience with contract management

Desired Qualifications:

• Bachelor’s Degree in Business Administration or related field
• Experience with UW System policies and procedures
• Significant experience in Microsoft Office Suite

Knowledge, Skills & Abillities:

• Excellent written and verbal communications skills
• Excellent organizational skills
• Ability to work collaboratively with co-workers, administrative staff, and students
• High level of attention to details

CAMPUS INFORMATION:

UW-Whitewater (http://www.uww.edu) is the largest regional comprehensive university within the UW System and enjoys a reputation as a high quality residential campus located near the scenic Kettle Moraine State Forest in southeastern Wisconsin. UW-Whitewater is situated on 400 acres of land and has an annual budget of more than $219 million. UW-Whitewater is located in the community of Whitewater, which has 14,622 residents and is within convenient driving distance to the metropolitan areas of Madison, Milwaukee and Chicago. The university enrolls more than 12,000 students in more than 50 majors housed within four academic colleges. UW-Whitewater also offers 16 master’s degrees and a Doctorate in Business Administration. The university’s strategic plan can be found at: www.uww.edu/strategic-plan. It has a special mission within the UW System to serve students with disabilities and, as such, embraces the principles of universal design and is one of the most accessible campuses in the state. UW-Whitewater is a Division III NCAA university and member of WIAC (http://wiacsports.com). The campus has over 200 student organizations and is a vital economic engine for southeastern Wisconsin.

UW-Whitewater is committed to seeking and sustaining a culturally and ethnically diverse campus environment, building a diverse faculty and staff with expertise and interest in serving students with diverse needs, backgrounds, ethnicities, abilities and other distinct characteristics in respectful, sensitive and understanding ways. 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 veterans.

ORGANIZATION INFORMATION:

The University of Wisconsin-Whitewater is part of the 26-campus University of Wisconsin System (https://www.wisconsin.edu).

Wisconsin Statute 19.36(7)(b) provides that applicants may indicate in writing that their 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 final candidate will be released. See Wisconsin Statute 19.36(7)(a).

UW-Whitewater requires 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-Whitewater 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.

To learn more about UW-Whitewater's competitive benefits packages go to our: ALEX webpage, which is our interactive benefits decision support tool.

SPECIAL NOTES:

UW-Whitewater embraces AAC&U’s LEAP principles (http://www.uww.edu/leap) and emphasizes student, staff and faculty participation in High-Impact Practices (https://www.aacu.org/resources/high-impact-practices). The Office of Research and Sponsored Programs (http://www.uww.edu/orsp) provides support for faculty scholarly and creative activities as well as other opportunities to apply for reassigned time and/or other resources to support research activities. UW-Whitewater faculty and staff also have access to technology transfer and research resources provided by WiSys (https://www.wisys.org).

TO ENSURE CONSIDERATION:

Applications received by October 18, 2018 are ensured full consideration. Applications received after that date may be given consideration at the discretion of the search committee. 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 262-472-1072 or hrstudent@uww.edu.

For questions regarding the position please contact:

Jennifer Ahrens
Office Associate
262-472-7790
iCITHR@uww.edu

HOW TO APPLY:

Only complete application packages will be considered. A complete application includes online submission of the following documents:

• Resume
• Cover Letter
• Three professional references

This Job ID is 14741.

Who are you?

A potential applicant who is NOT currently employed by the University of Wisconsin System, click here: UW-Whitewater External Applicants

A current employee of the University of Wisconsin System, click here: UW-Whitewater Internal Applicants

Before you get started with the online application process, we recommend you preview the frequently asked questions (FAQs) by selecting the link below.
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