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Unit Business Officer

Apply now Job no: 498852
Work type: Full-time
Location: Oshkosh Campus
Categories: Non-Instructional Academic Staff

Official Title: Administrative Specialist
Business Title: Unit Business Officer - CON
Employment Class: Non-instructional Academic Staff
FTE: 1.0
Compensation: 34,600 - 56,800
FLSA Status: Exempt
Terms of Employment: Annual, Fixed Term Renewable
Position Summary: Reporting to the Dean of Nursing and Associate Vice Chancellor of Administrative Services, and working under the guidance of a central budget office team member, the Unit Business Officer serves as an integral member of their assigned division or college team. This position is responsible for the daily personnel, budget and financial aspects of the division or college operations. The incumbent will provide administrative support to assist in decision-making, planning and assessment of division or college needs. UW Oshkosh provides a competitive benefits package for all benefit-eligible positions. Click here for more details.
Responsibilities

A.      Unit Financial/Operational Management

  1. Ensure unit compliance to all State of WI, UW System, UW Oshkosh, and divisional financial policies and procedures.
  2. Collaborate with the University central purchasing team to manage the purchasing of equipment and supplies for all assigned units. Monitor conpurchase email account.
  3. Manage the following unit transactions: Transaction Transfer Requests (TTR), Direct Pay Requests (DPR), Expense Reimbursements, and Payment to Individual Reports (PIR), Meal Requisitions, Speaker/Instruction Contracts, Vehicle reservations, ordering supplies from Central Stores, Shop@UW, and other vendors using the divisional Purchasing VISA card (P-card). 
  4. Serve as the lead contact for all contract generation & processing within the division or college.
  5. Work with Financial Services on invoice generation and tracking.
  6. Reconcile cash and check deposits made within units to WISDM.
  7. Initiate requests to create, rename, and delete SFS departments as needed.
  8. Work with Student Financial Services to verify accuracy of student billing setup for programs and fees for all units within the assigned division or college.
  9. Collaborate with Foundation fiscal representative to maintain accuracy of financial information.
  1. Back up to travel support person.

B.   Unit Budget Management

  1.  Direct the planning and development of operating budgets for assigned units, in collaboration with the university budget office, Financial Services, various directors, deans, and/or Vice Chancellors of the unit; enter budgets into appropriate budget/HR system.
  2. Analyze, reconcile and consult with unit heads on status of all units budgets within the assigned area including grant accounts.
  3. Assist in financial planning for the college.
  4. Collaborate with units in the development of budgets and projections for new programs.
  5. Manage and control unit expenditures in accordance with budgeted amounts; including travel, operational expenses, and services within set limits; evaluate, recommend and implement improvements in cost control practices
  6. Audit financial transactions for accuracy and prepare correcting journal entries as needed.
  7. Compile and validate all budget transfers and submit to university budget office.
  8.  Determine budgetary feasibility of equipment acquisitions and technology upgrades; develop recommendations and practices accordingly in cooperation with the CON equipment team.
  9.  Coordinate funding requests from all units, i.e. computer replacements, new proposals, in cooperation with the CON equipment team.
  10. Collaborate with Budget & Planning on the completion of UW System and university reports.
  11. Present and justify proposed budgets to examining and fund-granting authorities to clarify reports and gain support for estimated budget needs.
  12. Work with Financial Services on direct retro requests to correct salary issues.

C.      Unit Human Resources Management

  1. Collaborates with the Office of Human Resources to verify UW System and UW Oshkosh personnel policies as well as state and federal regulations are being followed within the units.
  2. Work cooperatively with the Office of Human Resources to ensure HR processes and methods are efficient, compliant and proactive.
  3. Utilizes Interactive Reporting Workspace to obtain employee data and metrics to inform Human Resources discussions and decisions within the unit.
  4. Coordinate with staff to initiate and complete as appropriate; Personnel Transaction Forms, Title Change Requests, Lump Sum and summer payment forms.
  5. Facilitates all hiring within the unit.
  6. Confirm accuracy of payroll in WISDM; verify salary is correct and charged to appropriate accounts.
  7. Facilitate required faculty drug screening including sending results to facilities and paying the invoices.
  8. Review all forms associated with Graduate Assistant appointments.
  9. Coordinate Student Help payroll within assigned area.

E.         Misc. Unit Responsibilities

1.   Compile various financial report requirements for units within the division or college.

2.   Other duties as assigned by the Dean, Director or Vice Chancellor.

3.    Other duties as assigned by the Associate Vice Chancellor of Administrative Services.

Qualifications  
Required:
  • Minimum 2 years of relevant experience that will have prepared the applicant for the responsibilities for this position.
  • Demonstrated accounting/fiscal management experience.
  • Detail-oriented with strong analytical skills and good judgement.
  • Excellent oral and written communication skills, professionalism and demonstrated ability to communicate with personnel from diverse backgrounds.
  • Commitment to the highest standards of customer service and absolute discretion regarding confidential information.
  • Ability to prioritize workload to meet the needs of multiple areas of responsibility.
  • Proficient computer skills to prepare documentation, perform data entry and retrieval utilizing word processing and spreadsheet software, interactive database systems, and website maintenance
Demonstrated commitment to diversity, equity, and inclusion
Preferred:
  • Bachelor’s degree.
  • Budget and/or financial experience in higher education.
  • Experience with WISDM and PeopleSoft.
To Apply:

Applicants must submit the following documents using the online application:

Cover Letter, Resume, and contact information for three references

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

Application Deadline:

TO ENSURE CONSIDERATION: Applications received by Sunday, January 2, 2022, 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.

DEI Statement
Diversity drives innovation, creativity, and progress. At the University of Wisconsin Oshkosh, the culture, identities, life experiences, unique abilities, and talents of every individual contribute to the foundation of our success. Creating and maintaining an inclusive and equitable environment is of paramount importance to us. This pursuit prepares all of us to be global citizens who will contribute to the betterment of the world. We are committed to a university culture that provides everyone with the opportunity to thrive.

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 afaction@uwosh.edu 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 https://uwosh.edu/police/, or call UWO Police Department, at (920) 424-1212 for a paper copy.

 

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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.

Contact Us

recruitment@uwosh.edu
920-424-1166

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 afaction@uwosh.edu.