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Finance Specialist and Front Desk Manager

Apply now Job no: 497465
Work type: Full-time
Location: Oshkosh Campus
Categories: University Staff

Working Title: Finance Specialist and Front Desk Manager
Official Title: Finance Specialist Senior
Employment Class: University Staff
FTE: 1.0
Compensation: $20.00-$22.00
Terms of Employment: Continuous
Position Summary: Gruenhagen Conference Center is a year-round, full-service conference center facility specializing in comprehensive event management (lodging, dining, meeting rooms, recreation and academic facilities, parking, community partnerships with venues, restaurants and other retail options).  With is 25 conference, banquet and meeting spaces, the center accommodates approximately 14,000 guests annually.  Gruenhagen Conference Center's impact within the University of Wisconsin Oshkosh campus community is significant and long-standing.  The Finance Specialist/Front Desk Manager position plays an important and integral role in the success of our comprehensive conference center operation in serving as a member of the the conference services management team.

20% Accounts Payable and Accounts Receivable

a.            Responsible for the preparation of all Direct Payment Requests for accounts within Gruenhagen Conference Center.

b.            Responsible for the preparation of all meal requisitions that are processed and shared with Administrative Services Office at UW Oshkosh.

c.             Responsible for the preparation of all dining order confirmations that are processed and shared with Sodexo Campus Services and Administrative Services Office at UW Oshkosh.

d.            Responsible for the preparation of all guest related shuttle services, which includes working with approved university vendors.

e.            Responsible for the processing of all revenues within Gruenhagen Conference Center

f.             Responsible for all Transfer Transaction Requests and Journal Uploads.

g.            Responsible for monthly billing for all Gruenhagen Conference Center office clients.

h.            Responsible for maintaining all files associated with Accounts Payable and Accounts Receivable functions within Gruenhagen Conference Center.


20% Contract Management

a.            Administers the contract lodging program for all Fox Valley Technical College, Titan Advantage Program, Project Success Program, Summer Contract/Intern Lodging, Staff, Faculty, and Student Lodging, and the Seoul English Education Center, USA Program. 

b.            Coordinates the marketing, recruitment and public relations efforts related to these programs.

c.             Coordinates and presents at new student orientations sessions on the Fox Valley Technical College campus.

d.             Serves as the primary point of contact for all students, parents, family members and staff members who want information to be mailed or emailed to them.

e.            Coordinates and leads all contract related tours and contract signing meetings within Gruenhagen Conference Center.

f.            Responsible for editing/updating and ordering contracts for Gruenhagen Conference Center contract lodging programs.

g.              Accepts and confirms all contracts, including reservation and payment management within Seattle Technology Conference Programmer.

h.             Serves as a liaison with Fox Valley Technical College Office of Student Services; Office of Financial Aid; Office of Enrollment Management and other academic units in the promotion and ongoing education related to the contract lodging relationship between the University of Wisconsin Oshkosh and Fox Valley Technical College.


15% Auditing

a.            Audit on a daily basis the parking permit system, including accounting for each parking permit, recording billed permits, insuring that sold permits were paid for, and entering information into the parking log program.

b.            Ensure the accuracy of the front desk inventory system, daily bed count, and record all revenue.

c.            Ensure the accuracy of housing for conferences by comparing the written roster to information recorded in Seattle Technology Conference Programmer software management system. 

d.            Responsible for the management of all procurement card expenditures by compilation of receipts, comparison to monthly credit card statements and preparing monthly credit card audit envelops.

e.             Responsible for the training and education of full time and part time staff members related to procurement card acceptable use standards and detailed record keeping for all transactions recorded related to the use of the procurement card.

f.            Ensures that the Fox Valley Technical College Contract Lodging Program, Titan Advantage Lodging Program and Project Success Lodging Program guests complete payments in a timely manner, and with 100 percent compliance.


15% Manager of the Gruenhagen Conference Center Front Desk Operation

a.            Responsible for hiring, recruiting and ongoing training of Gruenhagen Conference Center Front Desk staff for a year-round, comprehensive front desk operation that is open 18 hours per day, 365 days per year.

b.            Leads biweekly staff meetings.

c.             Responsible for the scheduling of all staff members.

d.            Responsible for all functions of services provided by Gruenhagen Conference Center Front Desk Services including, but not limited to:  mail and package services; room and bathroom key check out; copy and fax services; concierge and community resources.


10% Personnel and Operational Management of all EAA Front Desk Services

a.            Responsible for the recruitment, hiring, training, ongoing supervision and evaluation of 50 student staff and temporary employee staff who serve as desk receptionists in nine residence halls and Gruenhagen Conference Center.  This position directly supervises all staff members and is responsible for ensuring that the standard of customer service and excellence and overall performance of all staff members is at the highest level throughout the Experimental Aircraft Association AirVenture Lodging Program.

b.             Responsible for the oversight and coordination of the comprehensive employee training program that all EAA staff members are required to attend.

c.            Responsible for all payroll and personnel management for all EAA AirVenture Lodging staff members within Gruenhagen Conference Center, serving as a liaison with the University of Wisconsin Oshkosh Office of Human Resources.


7% UW Oshkosh Liaison/Advisory Coordinator for FVTC/FABICK Student Affairs

a.            Coordinates services and offers assistance to FVTC and FABICK students who reside on the campus of UWO in terms of housing, parking, dining, health and wellness, financial aid assistance, Titan Card acquisition, counseling and health services.

b.            Coordinates Marketing tools and Orientation events for FVTC/FABICK Students and families of FVTC/FABICK students.

c.             Educates students on community resources to include local resources such as food pantries, employment resources, financial institutions, local businesses, and local service providers for insurance and medical resources and other resources based on student need.

d.            Coordinates support network of guidance counselors, FVTC Staff, UWO Staff, family members, residence hall staff on behalf of student.

e.            Maintains ongoing communication with open door policy to all FVTC/ FABICK Student body regarding all aspects of living on campus and in our community.

f.             Uses a holistic approach in coordinating all services and assisting with integration into the UWO and Oshkosh community.

g.            Assists with Grievance procedures.

h.            Serves in public relations in terms of developing and maintaining vital relationships between FVTC staff and faculty, FVTC and FABICK students and UWO staff.

i.              Works in tandem with the Human Resources Department of FABICK, a branch of CATERPILLAR, Inc. in order to communicate development of student needs, academic standing and behavioral progress.


5% Guest Management Services

a.            Responsible for ensuring that our EAA AirVenture guest lodging experience is of the highest standard through daily, ongoing interactions with EAA guests; delivery and deployment of an online and hard copy survey instrument to assess guest satisfaction; and in person resolution of any guest complaints.

b.            Responsible for the oversight, planning and coordination of the University of Wisconsin Oshkosh Showcase event hosted on our campus during EAA.

c.             Serve as the liaison to the following University of Wisconsin Oshkosh offices which provide services to EAA guests:  Dining Services/A'viands; Reeve Memorial Union; Parking Services; Office of Residence Life; Student Recreation and Wellness Center and Intercollegiate Athletics Office.

d.            Responsible for the development and deployment of the EAA AirVenture Guest Services Card.  In this role, serves as the primary liaison to all businesses in Oshkosh and the surrounding communities who wish to participate in the EAA AirVenture Guest Services Card.


5% Purchasing Management

a.            Responsible for all aspects of purchasing management within Gruenhagen Conference Center.

b.            Researches items to be purchased as directed by the Director of Gruenhagen Conference Center.

c.             Maintains all purchasing file management.

d.            Responsible for the procurement of goods and services within Gruenhagen Conference Center through the purchasing/procurement card process. 

e.            Responsible for ordering all name badges, business cards, and apparel for Gruenhagen Conference Center staff members and Taylor Hall summer staff members.


3% Other Duties as Assigned by Director of Gruenhagen Conference Center or Other Gruenhagen Conference Center or Department of Residence Life staff members.


Effective accounting and fiscal management skills

Effective interpersonal and communication skills

Ability to communicate and work with constituents, clients, and personnel at all levels and from diverse backgrounds

Excellent writing and telephone skills

Demonstrated commitment to the highest standards of customer service for both internal and external stakeholders

Proficiency in the use of Microsoft Office applications, with particular knowledge in Excel

Experience in the supervision of high school and university staff members

Valid Wisconsin Driver's license or the ability to obtain one


Associate Degree in Business, Finance, Accounting or related field

Experience with the University of Wisconsin System Procurement Management Policies

Willingness and ability to work independently

Knowledge of conference management software

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.

The University of Wisconsin System is engaged in a Title and Total Compensation (TTC) project to redesign job titles and compensation structures. As a result of the TTC project, official job titles on current job postings may change in Spring 2020. Job duties and responsibilities will remain the same. For more information please visit:

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