College Financial Assistant

Regular, full-time (100%) position within the College of Science, Technology, Engineering, Mathematics and Management (CSTEMM).

About the role

The College Financial Assistant provides financial and administrative support to the CSTEMM Administration and its schools/departments. Key areas include employment contracts, expense reconciliation, grants, purchasing, inventory, internal auditing, financial guidance, and training on policy and procedure. Tasks may shift over time; flexibility and openness to change are essential.

Responsibilities

• Assist Business Manager and Dean with financial oversight over all college funds.
• Review and maintain college Foundation Data Model (FDM) funding structure; open, close, and modify FDMs as needed.
• Ensure the college and departments follow university policies and procedures.
• Assist with submission and review of employment contracts.
• Monitor and reconcile non-salary financials and payrolls (faculty, staff, university staff, and student) and correct errors.
• Compile quantitative and financial data/reports for Business Manager, Dean, and other stakeholders.
• Assist with college budget process and development of program/project budgets following university policies.
• Assist departments with developing/modifying rates for revenue-generating activities.
• Assist with faculty, staff, and student grants, including reconciliation, purchasing, and student payroll.
• Submit financial and administrative forms to maintain department records and operations.
• Assist departments with annual Access to Learning and Special Course Fee submissions.
• Maintain working knowledge of fiscal and human resource processes.
• Develop training resources for the college.
• Execute purchases via procurement card, purchase requisition, or direct pay.
• Assist with capital equipment, computer, and key inventory management.
• Assist with records and web management.
• Process card access requests.
• Organize and monitor syllabi collection each semester.
• Cover CSTEMM Dean’s Office front desk as needed.
• Provide financial and administrative support to schools/departments during absences, leaves, or vacancies.
• Serve as recruitment coordinator/committee member for searches as needed.
• Serve on university committees as needed.
• Attend Business Facilitator meetings.
• Assist/manage college projects as assigned.
• Perform other duties as directed.
• Comply with recognized environmental health and safety practices.

Qualifications

• Excellent verbal and written communication skills.
• Professional financial management experience.
• Intermediate to advanced skills in Microsoft Office (Excel, Word, Outlook, etc.) or equivalent.
• Excellent judgment, including sensitivity to personal and confidential information.
• Excellent interpersonal and customer service skills in working with a diverse community.
• Good work habits, such as attendance, punctuality, accountability, thoroughness, and resourcefulness.
• Ability to work independently and as part of a team.
• Strong attention to detail.
• Adaptability to function in a dynamic environment of changing procedures, policies, and software.
• Ability to adapt quickly and be flexible to changing priorities and tasks.
• Associate’s degree (or higher) in finance, accounting, business, or related fields.

Preferred Qualifications

• Work experience in higher education or state/local government entities.
• Knowledge of fund accounting.
• Experience with Workday or other cloud-based software platforms.

Department Information

The College of Science, Technology, Engineering, Mathematics and Management (CSTEMM) comprises the R. F. Cervenka School of Engineering, the School of Management, the Department of Biology, the Department of Chemistry and Physics, and the Department of Mathematics, Computer Science and Statistics. At least half of all UW-Stout students are housed in CSTEMM.

Pay

Minimum starting wage of $23.00/hour.

Schedule

Monday through Friday, 8:00 a.m. to 4:30 p.m.

Benefits

Participation in the Wisconsin State retirement plan and a comprehensive benefits package. Learn more about employee benefits.