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Management Services Assistant

Apply now Job no: 497451
Work type: Full-time
Location: Oshkosh Campus
Categories: University Staff

Working Title: Management Services Assistant
Official Title: Financial Specialist
Employment Class: University Staff
FTE: 1.0
Compensation: $19.00 - 21.00
Terms of Employment: 12-month, Continuous
Position Summary: Under the supervision of the Assistant Director of Residence Life - Management Services and Programs, the Management Services Assistant in the Department of Residence Life at the University of Wisconsin Oshkosh is responsible for the activities related to purchasing, cash handling, vendor relationships, and student employee payroll. The Management Services Assistant works closely with other Residence Life staff and campus offices to coordinate purchasing for department programming, staffing, and operations as well as serving as the primary monitor of the department's use of budget. This position serves as the main back up to the Operations Support Manager (Cash Manager) with responsibilities for management of cash advances, collection of revenue, revenue reporting & auditing, and administration of various contracts. Additionally, this position supports all hourly-paid student employees within the department with responsibilities for posting, file management, payroll appointments, and record keeping. The position has additional responsibilities to support the overall efficient functioning of the front office of Residence Life and ensure positive customer service experiences for students, parents, and families.

Standard working hours are 7:45am to 4:30pm, Monday - Friday. Some night, weekend, and holiday hours are required to support residence hall openings and closings.
45% A. Coordinate purchasing for the Department of Residence Life.
1.     Manage the department accounting system including tracking credit card purchasing and reconciling credit card statements; moving funds within WISDM for accuracy in reporting; processing fund transfers between departments; processing direct payment requests (DPRS) for the department; and preparing reports on quarterly spending trends. 

2.     Coordinate purchasing for Residence Life programming including the creation of Meals Requisitions; processing entertainment requests; managing the contracting process of entertainers; ensuring all paperwork is received to pay entertainers; process payments for entertainment contracts; coordinate bus reservations for department programs and events; purchasing of necessary supplies; and make occasional trips to outside vendors. 

3.     Manage all Department of Residence Life cell phones and the cell phone contract and provide feedback on the suitability of the cell phone contract for department purposes. 

4.     Oversee United Students in Residence Halls (USRH) and Hall Government fund spending including creating, presenting, and training hall treasurers on policies and procedures; audit hall treasurer books and USRH credit card; and assisting the Assistant Director of Residence Life in advising the USRH Treasurer. 

5.     Review the department's budget and track spending trends within sub areas of the budget.

35% B. Support department cash handling and contract vendor functions.
1.     Serve as the primary back-up to the Operations Support Manager (Residence Life Cash Manager)Manage the housing appeal process including the verification of housing appeals, managing the response timeline, requesting additional information, preparing appeal materials, and adjusting housing information system records as needed. 

2.     Assists in the management of all contingency fund cash advances necessary to maintain the operation of all elements of the Department of Residence Life (Gruenhagen Conference Center, EAA, OPE, summer resident) as well as supervising the collection of revenue from Residence Life facilities, regulating cash register procedures based on University and State guidelines for revenue receipts. 

3.     Administering the various contracts held by the Department of Residence Life including copiers, change machines, Cbord equipment, cash registers, and vending machines as well as processing refunds for students. 

4.     Assisting in the daily, weekly, and monthly reporting which includes: revenue deposits, laundry funds, change machine reports, error reports, credit card fees, manual and Touchnet transaction auditing for Residence Life, StarRez, GCC, EAA, OPE, Horizon Village, and Taylor Hall, and tracking of the cash flow for the on-site funds and safe reports.

10% C. Adminster hourly-paid student employee payroll.
1.     Maintain records for all hourly-paid Department of Residence Life employees including : posting student employment positions on the website and MYUWO Portal; maintaining confidentiality with all paperwork and ensuring it is delivered to Human Resources; and managing all files for student employees including evaluations, exit surveys, documentation, and information on if a student was released from the position. 

2.     Manage payroll for Department of Residence Life student employees including conducting criminal background checks for all hourly-paid student employee applicants; completing all necessary payroll paperwork with new hires; entering and managing student appointments on the HRS website; and process salary increases for all hourly-paid student employees. 

3.     Maintain a payroll manual and train staff on payroll procedures; provide ongoing education to ensure payroll policy compliance.

5% D. Serve as a receptionist and provide general office support.
1.     Greet public by presenting self in a manner both physically and verbally appropriate as a representative of the Department of Residence Life. 

2.     Act as a resource person in answering inquiries; referring individual to the appropriate person or department; evaluating requests for information; and responding to requests promptly with comprehensive information. 

3.     Answer and screen incoming phone calls, providing clear, complete information or messages to other members of the Department of Residence Life staff or other campus offices. 

4.     Scheduling appointments and assisting in maintaining the calendars of the Director, Assistant Directors, Coordinator, and judicial officers. 

5.     Operate office machines, including copiers, computers, fax machines, credit card machines, and cash registers. 

6.     Perform various clerical duties including photocopying, filing, distributing posters and 'resident mailings to office hall mailboxes, assisting with large mailings and assisting with miscellaneous clerical tasks periodically. 

7. Assist in special and general department projects as needed.

5% E. Miscellaneous 
1.     Serve on various Department of Residence Life committees and participate in regular staff meetings.

2.     Review and provide suggestions on forms and processes to develop efficiencies and improve the end user experience. 

3.     Participate in webinars, e-learning, and occasional travel to conferences and meetings to improve working knowledge of best practices in university assignments and occupancy. 

4.     Assist in special and general department projects as needed. 

5.     Other duties as assigned by the supervisor or Director, Assistant Directors, and Coordinator. 
Required: 1. Effective oral and written communication skills to communicate, interact, establish, and maintain relationships with a diverse community of internal stakeholders and external stakeholders, including students, parents, and families, through in person interactions, written correspondence, and via the internet.

2. Strong communication skills that are clear, effective, and sensitive, whether it be in person or by telephone or in writing.

3. Working experience interacting with people during positive, negative, or crisis experiences and acting as a resource, though not necessarily the problem solver.

4. Basic computer skills to prepare documentation; perform data entry and retrieval utilizing word processing (e.g. MS Word), spreadsheet software (e.g. MS Excel).

5. Working experience planning and organizing complex tasks, problem solving, establishing priorities and completing multiple concurrent tasks.
Preferred: 1. Previous experience with college or university housing.

2. Previous experience with StarRez or other housing information system (e.g. RMS, CBord, eRezLife).

3. Previous experience with student information systems (e.g. PeopleSoft).

4. Knowledge of University of Wisconsin System and State of Wisconsin purchasing guidelines.

5. Knowledge of Buckley, FERPA, and HIPAA policies and restrictions.

6. Previous experience maintaining confidentiality and using discretion in responding to confidential matters.

7. Bachelor's degree.
To Apply:

Applicants must submit the following documents using the online application:

Resume, Cover letter and three professional references

For questions regarding your application and additional options to apply, contact Human Resources at or 920-424-1166.

Application Deadline:

TO ENSURE CONSIDERATION: Applications received by December 1, 2019 are ensured full consideration. Applications received after that date may be given consideration at the discretion of the search committee. Application materials will be evaluated and the most qualified applicants will be invited to participate in the next step of the selection process. Incomplete and/or late application materials may not receive consideration.

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 the Office of Human Resources.

Legal Notices:

AA/EO Statement
The University of Wisconsin Oshkosh (UWO) is an equal opportunity and affirmative action employer committed to assembling a diverse, broadly trained faculty and staff. We strongly encourage women, minorities, people with disabilities and veterans to apply. UWO, in compliance with applicable laws and in furtherance of its commitment to fostering an environment that welcomes and embraces diversity, does not discriminate on the basis of race, color, national origin, religion, sex, sexual orientation, gender identity/expression, disability, or protected veteran status.

Reasonable Accommodations
UWO provides reasonable accommodations to qualified individuals with disabilities who are employees or applicants for employment. Employment opportunities will not be denied because of the need to make reasonable accommodations for a qualified individual with a disability. If you need assistance or accommodation in applying because of a disability, please contact or 920-424-1166. This job announcement and other material on this site will be made available in alternate formats upon request to an individual with a disability.

Confidentiality of Applicant Materials
UWO is a State agency and subject to Wisconsin's Open Records Law. UWO will not, however, reveal the identities of applicants who request confidentiality in writing except as may be required by Wisconsin's Open Records law. In certain circumstances, the identities of "final candidates" and/or the identity of the appointed applicant must be revealed upon request.

CBC & Reference Check Policy
All candidates for employment are subject to a pre-employment screening which includes a criminal background check, work authorization, and verification of education. It will also require you and your references to answer questions regarding sexual violence and sexual harassment.

Work Authorization
The University of Wisconsin Oshkosh does not offer H-1B or other work authorization visa sponsorship for this position. Candidates must be legally authorized to work in the United States at the time of hire and maintain work authorization throughout the employment term.

Annual Security and Fire Safety Report (Clery Act)
For the UWO Annual Security and Fire Safety Reports (i.e., Clery Report), which includes statistics about reported crimes and information about campus security policies, see, or call UWO’s Police Department, at (920) 424-1212 for a paper copy.

Campus Security Authority (Clery Act)

This position is a designated Campus Security Authority and is obligated under the Clery Act to notify the Dispatch Supervisor/Records Custodian at the UW Oshkosh Police Department of alleged Clery Crimes that have been reported to them or alleged Clery Crimes that they have directly witnessed.


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Equal Opportunity and Affirmative Action Employer

All candidates for employment are subject to a pre-employment screening which includes a criminal background check, work authorization, and verification of education. It will also require you and your references to answer questions regarding sexual violence and sexual harassment.

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Reasonable Accommodations

The University of Wisconsin Oshkosh is committed to the full inclusion of all qualified individuals. As part of this commitment, UW Oshkosh will ensure that persons with disabilities are provided reasonable accommodations. If a reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact the Office of Human Resources, Equal Opportunity, Equity & Affirmative Action, (920) 424-1166 or