Academic Staff - Assistant Director, Center for Community Partnerships

Code: 009 Posted: 02/23/2014

The University of Wisconsin-Parkside invites applications for an Assistant Director for the Center for Community Partnerships. This is a full time, 12 month Academic Staff position.

The Assistant Director is responsible for the direct management of the day-to-day administrative and operational functions of the Center for Community Partnerships (CCP) at UW-Parkside. This position assists the Executive Director by managing projects, overseeing administrative systems, developing and recommending policy, and assisting with division reports. The position also manages student employees, limited term employees and a .5 fte Financial Specialist. This position is responsible for oversight of the administrative functions necessary for implementation of Community Engagement and Continuing Education programming. This includes hiring contracted employees, independent contractors, students, non-credit instructors to ensure successful course instruction as well as trouble shooting facilities utilization and student registration issues. This person works with the Executive Director and program managers to improve budgeting, the creation of financial statements, budget projections and to create efficiencies and generate increased revenue.  Assists Executive Director and Principal Investigators in managing grants, grant compliance, reporting and contract administration of partnering agencies.

Essential Job Functions
 A. Operations:

  1. Oversee the student registration processes and related learning management database
  2. Ensure the course delivery systems, programs and logistics run smoothly and that the student experience is positive
  3.  Coordinate process improvement as needed to improve the student/customer experience as well as to improve department processes.
  4. Work with program managers to ensure employment contracts for instructors and employees are created in a timely manner and will be the liaison to Human Resources and Business Services.
  5. Establish consistent customer service expectations for CCP staff when engaging with both internal and external customers.
  6. Leads operations team which includes direct reports, program associates, and marketing staff. Provides leadership and guidance regarding process and procedures, program management, customer service, accounting and best practices for all CCP programs.
  7. Assist Executive Director with other human resource related duties for CCP staff as needed.
  8. Participate on CCP Leadership Team.

B.  Budgets and Financials

  1. Work with the Executive Director, CCP Program Directors and Managers, Budget Office, and the Research Administration to develop annual operating budgets that account for all sources of revenue/support (i.e., general operating funds, Extension funds, grants/contracts, program revenue, etc.) for all functional and administrative units (including affiliated programs) within the Center for Community Partnerships using automated and/or manual financial systems.
  2. Work with Program Directors to prepare pre/post budgets for all programming, to prepare final reports of program activities and to coordinate and continually improve all program delivery logistics.
  3. Assist Executive Director with ongoing budgetary, fiscal and strategic planning of the division.
  4. Prepare, interpret and analyze departmental financial statements and meet with Program Managers/Directors and the Executive Director to review financial trends, discrepancies, and errors and recommend appropriate corrective actions when necessary.
  5. Analyze financial systems and establish internal control mechanisms.
  6. Oversee budget requests by the Executive Director, UW-Extension (Inter-Institutional Agreement), and other funding agencies/partners.
  7. Prepare and present comparative information annually in order to easily identify opportunities for cost savings, revenue generation, emerging markets and trends to inform short term and long term operating budgetary projections.
  8. Assist with the development of budgets for new projects/programs and advise on cost/benefit analyses for proposed/new programming upon request by the Executive Director and/or Program Directors/Managers.
  9. Oversee the general accounting and financial systems and ensure the integrity and accuracy of financial information.
  10. Maintain automated financial systems and prepare reports using WISDM and analyze to prepare monthly financial statements for Directors/Managers.

C.  Policies and Procedures

  1.  Develop, install, and maintain a thorough understanding of state and university financial guidelines, regulations and policies to document processes and procedures.
  2. Work with UW-Parkside Business Services, the Executive Director, and Program Managers to develop and implement business policies and procedures that ensure operational efficiency and utilize national best practices for both continuing education and community engagement.
  3. Train CCP staff on relevant policies and procedures and ensure that staff members are kept informed of any UW-System, UW-P, or CCP changes in financial/business related policies and procedures.

D. Communications and Public Relations

  1. Assist the Executive Director in university-wide projects as requested for successful growth of community engagement and continuing education programs.
  2. Establish and maintain effective communications with division staff members and other university faculty and staff members.
  3. Facilitate communication among CCP departments, university offices, and community partners.
  4. Participate in job-related university, community and professional organizations and meetings.
  5. Represent Executive Director of CCP at regional and state meetings as requested.

Essential Knowledge And Abilities

  • Knowledge of university, state and federal financial guidelines, policies, and general accounting principles, in order to ensure that operations are in compliance with all laws and regulations.
  • General knowledge of Community Engagement, particularly Community Based Learning, and continuing education program and funding models.
  • Skilled in developing, implementing, and maintaining business policies, general office procedures and establishing best practices for the office.
  • Knowledge of computer software including the Internet, E-mail, Microsoft Word, Microsoft Excel, CRM, and the ability to develop and maintain business systems using relevant technologies.
  • Demonstrated ability to recommend, develop, and implement financial policies and procedures in an effective and efficient manner.
  • Ability to analyze and synthesize complicated financial information and effectively communicate this information by designing and writing financial reports and statements that are accessible to different audiences.
  • Ability and experience to plan, manage and oversee complex projects, meet deadlines, be detail orientated, have strong organizational and communications skills and work in a fast paced, high energy environment.
  • Ability to maintain the confidentiality of sensitive data and to build processes to ensure the data is secure.
  • Ability to both lead and work as an effective team member.
  • Ability to work with a diverse population of staff in a positive manner.

Qualifications
Required

  • Bachelor’s degree from an accredited institution
  • Experience in budgetary planning and monitoring
  • Experience with grant and contract administrative duties
  • General understanding of fund accounting in public institutions
  • Advanced proficiency using computer hardware and software for tasks related to communication (i.e., proficiency using the Internet, E-mail, Microsoft Word, Microsoft Excel, or similar software)

Preferred

  • Experience with UW System financial policies, procedures, and systems
  • Familiarity with continuing education programs and revenue generation practices
  • Experience working on community related projects
  • Experience in higher education
  • Demonstrated capacity to independently and proactively identify solutions to problems
  • Sensitivity to, or experience in, working with a diverse, multicultural population

Salary: Commensurate with qualifications and experience. The University of Wisconsin System provides a liberal benefits package, including participation in a state pension plan.

Review of Applications: Applications received by January 6th, 2014 are ensured full consideration. The position is open until filled.

To Apply: Go to: www.careers.wisconsin.edu Click the "Apply Now" button. You must create an account and login before you can apply. If you have not yet registered, click on the "Click here to Register" link to begin the registration process. If you are already a registered user, input your "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

Your application will not be considered complete until all required documents are attached and all required fields are completed.

Please be sure you have included:

    Cover Letter outlining your qualifications for the position
    Resume
    Names and Contact information for three professional references

If you have application questions call or email:

Vanessa Greco
Phone: (262) 595-2793
Email: greco@uwp.edu

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 us using the information below. Employment opportunities will not be denied because of the need to make reasonable accommodations for a qualified individual's disability.

The University of Wisconsin-Parkside is an equal opportunity, affirmative action employer. A criminal background check and degree verification is required prior to starting employment.

About the University:
The University of Wisconsin-Parkside is a comprehensive campus of the University of Wisconsin System with approximately 4800 students, 120 faculty, and 70 instructional academic staff offering 33 undergraduate majors and 3 master’s degrees in 22 academic departments. The campus is located between the cities of Kenosha and Racine in southeastern Wisconsin, within the Chicago-Milwaukee corridor.

The university is situated on 700 acres of prairie and woodland approximately two miles west of Lake Michigan. Consisting of 15 buildings, the coherence and unity of the original campus design within its natural landscape has been sustained over four decades of development. Recent additions include a renovated and expanded student center, a 250 bed suite-style residence hall, and a greatly expanded and renovated center for the arts and humanities.

 

Contact Name: Vanessa Greco

Contact Phone: (262) 595-2743

Contact Email: greco@uwp.edu

900 Wood Road · P.O. Box 2000 · Kenosha, WI 53141-2000 P 262-595-2345

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