College Financial Assistant

About this role

Current Employees: If you are currently employed at any of the Universities of Wisconsin, log in to Workday to apply through the internal application process.

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 experien

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