UW SYSTEM ADMINISTRATION
OFFICE OF FINANCIAL ADMINISTRATION
& OFFICE OF THE COMMISSIONER OF THE WISCONSIN INTERCOLLEGIATE ATHLETIC CONFERENCE (WIAC)
FINANCIAL SPECIALIST SENIOR
The University of Wisconsin System is one of the largest systems of public higher education in the country and employs more than 40,000 faculty and staff statewide. The UW System institutions’ combined headcount enrollment is approximately 175,000, and the System confers more than 36,000 degrees each year. The UW System is governed by a single Board of Regents (Board) comprised of 18 members. The UW System head is the President of the System. Together, these institutions are a tremendous academic, cultural, and economic resource for Wisconsin, the nation, and the world.
The Office of Financial Administration has the primary responsibility for the fiscal integrity of the University of Wisconsin System. It is expected to provide a financial environment that is secure, encourages the accomplishment of academic missions, provides timely and accurate information, and assists all levels of management in making prudent financial decisions.
The Wisconsin Intercollegiate Athletic Conference (WIAC) competes at the NCAA Division III level and consists of nine University of Wisconsin-System institutions including: UW-Eau Claire, UW-La Crosse, UW-Oshkosh, UW-Platteville, UW-River Falls, UW-Stevens Point, UW-Stout, UW-Superior and UW-Whitewater. The WIAC has continued the record of athletics and academic excellence established by its predecessors. The conference is widely recognized as the premier Division III conference in the country as evident by the number of NCAA championships captured annually by WIAC teams and the overall finish of WIAC institutions in the Division III Directors’ Cup standings. The conference also has assumed a significant leadership role in the governance structure of the NCAA and has been recognized for its advances in gender equity and the community activism of its student-athletes.
The duties of this position involve processing a broad range of accounting transactions and providing administrative support functions to both the Office of Financial Administration and the Office of the Commissioner of the Wisconsin Intercollegiate Athletic Conference (WIAC). The incumbent acts under the direction of both the Lead Senior Accountant in Financial Administration and the Commissioner of WIAC.
Some of the essential functions of the position include:
Processing and auditing of accounting transactions, reconciliation of accounts, monitoring budget to actual reports, and approving shared vendor file entries.
- Processes vouchers, invoices, journals, and check deposits accurately. Audits purchasing card and travel expense transactions in accordance with university policies and procedures.
- Monitors and reconciles various clearing and departmental accounts, including budget to actual reports, using tools such as WISDM/WISER. Trains and assists departmental staff in the use of WISDM.
- Reviews shared vendor file entries in SFS for accuracy and compliance to policy; approves entries for use in requisitions and accounts payable.
- Initiates payments and invoices for all WIAC goods and services, including subscriptions, supplies, awards, meetings, memberships, etc.
Provides Administrative Support for the Office of the Commissioner of WIAC, which includes providing general office support, assembling materials for meetings and clinics, coordinating travel arrangements, monitoring work assignments of interns, and ensuring compliance with WIAC/NCAA rules and guidelines related to athlete eligibility.
- Provides general office support, which includes monitoring incoming and outgoing daily correspondence, organizing files based on applicable records retention schedules, and developing, recommending, and implementing new and revised procedures and guidelines to improve administrative office practices.
- Organizes meetings and clinics, including assembling materials, maintaining email lists, and arranging meeting logistics. Attends various WIAC events.
- Coordinates travel arrangements, which includes making hotel reservations and payments and fleet vehicle reservations for staff travel.
- Monitors the work assignments of the WIAC interns.
- Monitors that the eligibility certificates are registered and reviewed in a timely manner to ensure that WIAC/NCAA rules and guidelines have been met for athletes to be eligible for competition; informs inquiries regarding discrepancies are reviewed with the campus registrar, athletics directors or program assistants of any discrepancies; prepares yearly reports; and maintains records for ongoing yearly reports.
- Independently assembles and compiles awards, medals, certificates, and materials for all championships and postseason tournaments; maintains award inventories and certificates; and requests engraving of medals/awards and coordinates distribution. Prepares and distributes scholar athlete congratulations letters to all recipients on a timely basis after each championship.
Arbiter (Officials) Software Programs for the Office of the Commissioner of WIAC
- Train users (e.g., officials, athletics directors, coaches, neutral observers, program assistants, etc.) with the following information: o Create basic level application instructions for new users.
o Monitors user information, availability calendars, accepting/cancelling assignments, completing evaluations, etc.
o Assists campus staff in payroll procedures for official’s payments making sure all officiating fees have been correctly entered on the system.
o Adds/deletes users as necessary.
- Creates and imports composite schedules for the sports that utilize the software.
- Establishes deadlines for coaches to submit, review, and update schedules on an ongoing basis.
- Maintains end of the year reports for each sport used by Arbitersports.
- Attends training sessions and educational programs to further develop technology skills, knowledge, and techniques related to the position.
To be considered for this position, applicants must have:
- Familiarity with policies and procedures related to processing financial transactions
- Knowledge of accounts payable and adjusting journal entries
- Knowledge of computer operations including Windows Office Suite and email
- Proficiency with Excel and ability to create spreadsheets and reports
- Knowledge and experience using online and web-based financial management and accounting systems and databases as well as the ability to query and compile financial data from systems
Well-qualified applicants will also have:
- Effective organizational skills, attention to detail, and the ability to work independently
- Effective professional oral, written, and interpersonal communication skills
- Ability to make independent judgments and set priorities to meet multiple deadlines
- Analytical and problem solving skills
- Ability to create and maintain effective working relationships with diverse groups and individuals including staff, administrators, and outside contacts
Conditions of Employment
This is a full-time, non-exempt university staff position. The hourly salary is between $18.03 and $27.58 per hour and will be commensurate with the candidate’s qualifications and experience. UW System employees receive an excellent benefits package: Summary – University Staff. To learn more about the UWSA comprehensive benefit package, please access ALEX, the UW System’s on-line virtual benefits counselor. Please see this link for total compensation information: UW System Total Compensation Estimator. The UW System conducts criminal background checks for final candidate(s).
To ensure full consideration, complete applications must be received by Sunday, June 3 2018. However, applications may be accepted until the position has been filled.
- Go to the UWSA Applicant Portal to submit your materials online. The web address is: https://www.wisconsin.edu/ohrwd/uwsa/careers/current-jobs/apply /
- Select the appropriate applicant portal, either External Applicants or Internal Applicants.
- Locate the position you want to apply for and click on the position.
- Follow the onscreen instructions, however, when you get to the Resume/Curriculum Vitae step, do the following. a. Click on, “Attach Resume” and upload one (1) single pdf document containing ALL of the following listed components (failing to include any of the components may disqualify your application). i. Cover letter specifically addressing how your education and experience relate to the position and qualifications described in this job announcement. Be sure to emphasize the areas outlined under “Minimum Qualifications.” (2 pages maximum)
- Comprehensive resume.
iii. Reference page containing the names, addresses, e-mail addresses, and phone numbers for at least three professional references with at least one a supervisory reference.
- A statement of whether you wish to have your application held in confidence or made available to the public upon request. Please note that in the absence of any statement regarding confidentiality, we will assume you do not wish to have your application held in confidence. The University of Wisconsin System will not reveal the identities of applicants who request confidentiality in writing, except that the identity of the successful candidate will be released. See Wis. Stat. sec. 19.36(7).
- You will NOT upload any other documents under the other buttons. All documents must be uploaded as one (1) comprehensive pdf document.
- Submit your application.
Questions may be addressed to: Wanda Manning,
HR Generalist, UW System Human Resources, at
firstname.lastname@example.org or (608) 262-1680.
HR Generalist, UW System Human Resources, at
email@example.com or (608) 262-1680.
The University of Wisconsin System Administration is an affirmative action/equal opportunity employer and actively seeks and encourages applications from women, minorities, and person with disabilities.