College Financial Assistant

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Position Title

College Financial Assistant

Job Category

University Staff

Employment Type

Regular

Job Profile

Department Assistant

Job Duties

College Financial Assistant

College of Science, Technology, Engineering, Mathematics and Management

Full Time; Annual; 100%

The College of Science, Technology, Engineering, Mathematics and Management invites qualified candidates to apply for the College Financial Assistant position.

The primary responsibilities of this position include but are not limited to: provide financial and administrative support to the College of Science, Technology, Engineering, Mathematics and Management (CSTEMM) Administration; provide financial and administrative support and coverage to the schools and departments within CSTEMM as assigned and as needed; assist with employment contracts; reconcile salary and non-salary expenses; assist with grants; purchasing; inventory management; internal auditing; provide financial guidance and training to faculty/staff on policy and procedure; syllabi management; card access; and other duties as needed. Tasks may shift over time; flexibility and openness to change are essential.

Official UW Title (Code) / Job Description: Department Assistant (AD085)

Qualifications

Minimum / Required

• 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 environment.
• Strong ability to pay 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

Highly Desired/Preferred

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

Responsibilities

Include but are not limited to:

• Assist Business Manager and Dean with financial oversight over all college funds.
• Review and assist with maintaining college Foundation Data Model (FDM) funding structure for the college. Open, close, and modify FDMs as needed.
• Help ensure the college and departments are following university policies and procedures.
• Assist with submission and review of employment contracts.
• Monitor and reconcile non-salary financials as required and take appropriate action to correct any errors.
• Monitor and reconcile faculty, staff, university staff, and student payrolls and take appropriate action to correct any errors.
• Assist in compiling quantitative and financial data/reports for Business Manager, Dean and other stakeholders as needed.
• Assist Business Manager with college budget process as needed.
• Assist with the development of program and project budgets following university policies and procedures.
• Assist departments with developing/modifying rates as needed 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 either by procurement card, purchase requisition, or direct pay.
• Assist with capital equipment, computer, and key inventory management.
• Assist with records and web management.
• Assist in processing card access requests.
• Organize and monitor syllabi collection process each semester.
• Cover CSTEMM Dean’s Office front desk as needed.
• College, school and department financial and administrative support staff coverage as needed due to absences, leave of absences 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.

DEPARTMENT INFORMATION

The College of Science, Technology, Engineering, Mathematics and Management (CSTEMM) is comprised of 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.

APPLICATION INSTRUCTIONS

Complete applications received by end of day, August 16, 2026 are ensured full consideration. Applications submitted after August 16, 2026 may be reviewed at the discretion of the search committee or until position is filled.

To apply, click on the APPLY button or go to: https://www.uwstout.edu/about-us/careers-jobs

Due to system limitations, applicants may upload no more than five (5) attachments. Please combine documents where appropriate.

Required Application Materials

• Cover letter (no page limit). Please use your cover letter to speak to each of the Minimum/Required and Highly Desired/Preferred Qualifications for this position as listed above. For each required qualification, describe your relevant experience, using specific examples from your work history to illustrate how your experience satisfies the requirement.
• Curriculum vitae or resume (no page limit)

All final candidates will be asked to provide names, email contact information, and/or phone numbers for three (3) references, with at least one being from a manager or supervisor, during the interview process.  

For Questions Regarding This Position Or Recruitment, Please Contact

Search Chair: Jade Roinila

Phone: 715-232-2195

Email: [email protected]

Required

If you need assistance with the online application process or if you submitted your application prior to uploading all the required application materials, please contact:

Search Coordinator: Jade Roinila

Phone: 715-232-2195

Email: [email protected]

Additional Information

The normal work schedule for this position is Monday through Friday, 8:00 a.m. to 4:30 p.m.

Minimum starting wage of $23.00/hour.

A six-month probationary period is required.

The University of Wisconsin-Stout does not offer H-1B or other work authorization visa sponsorship for this position. A successful applicant will be responsible for ensuring eligibility for employment in the United States on or before the effective date of the appointment and for maintaining work authorization throughout the employment term. If you have questions regarding this, please contact our Human Resources office, Phone: 715.232.2149.

Key Job Responsibilities

• Coordinates projects and program components including, scheduling and logistics, unit workflow, and identifies areas for process improvements
• Identifies, troubleshoots, and resolves problems regarding technical systems and programs related to department operations
• Monitors the department, unit or program budget and expenses, and may assist in the development of program budget and projections
• May provide operational guidance and training on day-to-day activities of student workers and program staff
• Serves as a primary point of contact for the department
• Develops, implements, and maintains methods and organizational systems directed at the maintenance of electronic/physical records related to department operations according to established policies and procedures

Guidelines To Ensure Consideration

• Applicants must complete all required fields and attach all required application materials.
• Within your cover letter address each of the Minimum/Required Qualifications specified for this position. For each required qualification, describe your relevant experience, using specific examples from your work history to illustrate how your experience satisfies the requirement.

It is the policy of UW-Stout Polytechnic to provide reasonable accommodation to qualified applicants with disabilities. If you need assistance, or accommodation in applying because of a disability, please contact us using the information below. Employment opportunities will not be denied because of the need to make reasonable accommodation for a qualified individual's disability.

The Universities of Wisconsin provides an excellent benefits package including participation in the Wisconsin State retirement plan, demonstrating our commitment to the diverse needs of our employees.

• Employee Benefits: https://www.wisconsin.edu/ohrwd/benefits/
• To calculate the estimated value of your total compensation, use the Health & Retirement Contributions Estimator | Employee Benefits (wisconsin.edu)

Employment is contingent upon the final candidate’s completing a criminal background check and being cleared to work by the Human Resources Office. Employment is also contingent upon the final candidate passing reference checks and an essential job function test, as applicable. The reference check process includes asking the final candidates’ professional references questions regarding employee misconduct, sexual violence, and sexual harassment. Reference checks must be conducted at a minimum with three professional references, at least one of which must be a prior supervisor.

Final candidates with previous employment within the Universities of Wisconsin and State of WI agencies will be subject to additional reference checks.

In response to a public records request, the Universities of Wisconsin will not reveal the identities of applicants who request confidentiality in their online application, except that the identity of the successful final candidate will be released. See Wis. Stat. sec. 19.36(7).

UW-Stout Polytechnic is committed to providing safety and security of all members of our community in accordance with the Clery Act. For campus safety information and crime statistics visit: https://www.uwstout.edu/life-stout/police-and-parking/clery-information

UW is an Equal Opportunity Employer

Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, pregnancy, disability, status as a protected veteran, or any other bases protected by applicable federal or State law and UW System policies. We are committed to building a workforce that represents a variety of backgrounds, perspectives, and skills, and encourage all qualified individuals to apply.