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Code: 122 Posted: 07/20/2015
Financial Specialist Senior
Office of the Provost and the Vice Chancellor of Finance and Administration
University of Wisconsin-Parkside
The University of Wisconsin Parkside currently has a vacancy for a Financial Specialist, Senior supporting the Office of the Provost and the Vice Chancellor of Finance and Administration.
Members of the public and UW Parkside and UW System employees with expected continuous employment (formerly known as Permanent), Project and Limited Term Employees, are encouraged to apply.
This position is a university staff, full-time, non-exempt, non-represented position. A six month probation period will be required. Hours of work are 7:45 am – 4:30 pm, Monday through Friday.
The Financial Specialist IV provides financial and administrative support for the Office of the Provost and the Vice Chancellor for Finance and Administration (VCF&A). The Provost Office is responsible for overseeing offices and initiatives related to the academic success of students and the professional development of faculty. The VCF&A provides leadership to the Division of Finance and Administration, which includes Business Services, Budgeting, Human Resources, University Police, Safety-Risk Management, Campus Technology Services, Facilities Management, and is the Chief Business Officer of the university's $100 million operating budget.
This position necessitates professionalism, good oral and written communication skills, and the ability to manage multiple and multi-faceted responsibilities. Building cross-campus and other institutional partnerships through the two offices requires support work that is challenging and where a significant high degree of independence and latitude for decision making is required. This position requires an extensive working knowledge of central campus administration and UW-Parkside.
The employee must act in a professional administrative leadership role, and possess administrative, analytical, and problem-solving abilities. The incumbent must use discretion and judgment to manage information flow regarding sensitive and confidential matters. Duties include monitoring operational expenses, making material purchases, performing human resource activities, scheduling meetings, making periodic cash deposits, analyzing financial reports, composing correspondence, and coordinating report requests. This position functions under the general supervision of the Provost and the VCF&A.
Essential Duties and Responsibilities
1) 65% Financial Administration for the Office of the Provost and the VCF&A
a) Assign/Monitor Start-up Funds.
i) Create budget transfers to cover each years commitments per project #.
ii) Assign new project #s for new hires.
iii) Monitor each project #s spending monthly.
iv) Close project #s when money is spent in full or time is ended.
b) Assign/Monitor Moving Expense.
i) Create budget transfers to cover each years commitment for new hires.
ii) Communicate with Business Services the list of faculty and dollar amount awarded.
iii) Communicate with faculty on their moving expense award if not spent by end of fiscal year.
c) Assign/Monitor Recruitment Expenses.
i) Create budget transfers to cover each years expenditures.
ii) Verify all expenditures charged are appropriate.
iii) Track expenditures per department.
d) Ove rsee/Monitor budget versus actual revenues/expenditures for departments, grants and projects that are overseen by the Provosts Office and the VCF&A.
i) Create or assist in budget creation each year for these grants/programs.
ii) Create budget transfers to cover each program.
iii) Monitor all expenditures as appropriate.
iv) Make adjustments during the year in WISDM (journal entry).
v) Communicate with faculty member/director overseeing the program.
vi) Prepare payment requests for stipends, TER, requisitions, etc., as appropriate.
e) Oversee the Provost Office and the VCF&A department budgets.
i) Create/assist in budget creation each year.
ii) Create/assist in contract preparation.
iii) Monitor all expenditures as appropriate.
iv) ProCard usage and reconcile records.
v) Make adjustments during the year in WISDM (journal entry).
vi) Prepare payment requests.
vii) Review monthly BUDBAL reports each month.
f) Act as a liaison between HR and the colleges reviewing all HR related paperwork.
i) Ensure paperwork is correctly filled out and submitted in a timely manner.
2) 35% General Office Administration
a) Manage daily calendar of the VCF&A.
i) Monitors and advises concerning pertinent deadlines.
ii) Collaborate/coordinate within university departments.
b) A point of contact for all incoming telephone calls and visitors.
i) Assure callers and visitors receive assistance in a cordial and timely manner.
c) Finalize word processing documents ¿ edit, draft, and proofread final copies.
i) Coordinate mass mailings of campus-wide policy documents and informational materials.
ii) Produce and mail meeting reminders, agendas, and supporting materials.
iii) Occasionally attend meetings and take minutes.
d) Provide research or analysis.
i) In collaboration with Business Services or other campus offices, provide input in the budget development process.
e) Coordinate travel arrangements for the VCF&A and other personnel as requested.
i) Prepare and maintain travel vouchers and process reimbursements.
f) Assist with planning and coordinating special events.
g) Maintain paper and electronic filing system for departments.
i) Personnel, general correspondence, recruitment, annual evaluations, and contract renewals.
h) Open mail, screen, prioritize, and distribute.
i) Utilize content management platforms for web page development and communication.
j) Maintain office supplies inventory and handle routine maintenance of office equipment.
k) Serves as administrative support for miscellaneous search committees.
l) Miscellaneous projects as assigned.
Required knowledges skills and abilities
Experience with MS Office (Excel, Word, PowerPoint, Outlook)
Two or more years in a financial or administrative position
Bachelor's degree or higher in business or related field
Understanding of post-secondary environment
Experience supporting high profile executives or offices
Experience working in a complex environment
Demonstrated experience in office operations in higher education, non-profits, government or related areas
Salary and Benefits
Hourly rate of $$18.024 - $21.067.
The University of Wisconsin System provides a liberal benefits package, including participation in a state pension plan.
Review of Applications
Applications submitted by Tuesday, August 4, 2015 will have full consideration; position is open until filled
All applications are to be submitted electronically through our employment portal: https://www.careers.wisconsin.edu
Click the "Apply Now" button. You must create an account and login before you can submit your application. If you have not registered, click on the "Click Here to Register" link to begin the registration process. If you are already a registered user, input you User Name and Password and select "Login." If you have questions about how to apply from the Candidate Gateway, go to https://kb.wisc.edu/hrs/page.php?id=21900
In addition to the online application, interested candidates should submit the following:
Your application will not be considered complete until all required documents are attached and all required fields are completed. Incomplete applications may not receive further consideration.
A criminal background check will be required at the time of hire.
UW-Parkside is an AA/EEO employer. Individuals from diverse backgrounds are encouraged to apply.
It is the policy of UW-Parkside to provide reasonable accommodations to qualified applicants with disabilities. If you need assistance or accommodation in applying because of a disability, please contact the Office of Human Resources at 262-595-2204. Employment opportunities will not be denied because of the need to make reasonable accommodations for a qualified individual's disability.
If you have application questions call or email:
Office of the Provost
Contact Name: Julie Lee
Contact Phone: (262) 595-2261
Contact Email: firstname.lastname@example.org