Department Financial Assistant - Engineering and Technology

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Position Title:

Department Financial Assistant - Engineering and Technology

Job Category:

University Staff

Employment Type:

Regular

Job Profile:

Department Assistant

Job Duties:

Department Financial Assistant

Robert F. Cervenka School of Engineering

Full Time; Annual; 100%

The College of Science, Technology, Engineering, Mathematics and Management invites qualified candidates to apply for the Robert F. Cervenka School of Engineering Department Financial Assistant.

The primary responsibilities of this position include but are not limited to: provide financial assistance to the assigned department chair and the School of Engineering Director; act as financial office manager for the school/department; purchase services, supplies and equipment; reconcile funding strings; complete financial reporting and projections; provide financial guidance and training to faculty/staff on policy and procedure; manage student employee payroll; and other related duties.

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

QUALIFICATIONS

Minimum / Required

• High school diploma or equivalent.
• Professional financial management experience.
• Excellent verbal and written communication skills.
• Excellent judgment including sensitivity to personal and confidential information.
• Exceptional interpersonal and customer service skills in working with a diverse community.
• Intermediate to advanced skills in Microsoft Office (Excel, Word, Outlook, etc.) or equivalent.
• Good work habits, such as attendance, punctuality, accountability, thoroughness, and resourcefulness.
• Strong ability to pay attention to detail.
• Ability to work independently and as part of a team environment and on collaborative efforts.
• Adaptability to function in a dynamic environment of changing procedures, policies, and software.

Highly Desired/Preferred

• Work experience in higher education or state/ local government entities.
• Experience with Workday or other cloud-based software platforms.
• Associate’s degree (or higher) in finance, accounting, business or related fields.

RESPONSIBILITIES

Include but are not limited to:

• Initiate and assist with purchases either by procurement card, purchase requisition (catalog and non-catalog purchases), direct payment, payment to individual, etc. following purchasing policies and procedures.
• Monitor purchases, verify receipt and payment.  Track purchasing card activity and provide backup detail to the purchasing office as required.
• Monitor and reconcile financials as required.
• Compile quantitative and financial data for school director, department chairs and others to assist with budget and forecasting process. 
• Process, monitor, and reconcile limited term employee and student payrolls.
• Prepare budget/accounting forms (budget, expenditure, revenue, and payroll transfers; deposits, etc.) to maintain accurate financial records
• Assist principal investigators on awards/grants to execute budget line items, including student payroll, supply, and capital purchases, etc. Provide supporting documentation to college accountant and Post Award office as needed.
• Collaborate with department assistants, lab support staff, and other college staff as needed.
• Train new faculty and staff on budget, travel, purchasing, special course fee requests, access to learning requests, and other procedures.

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.  

The R. F. Cervenka School of Management is comprised of the Department of Engineering Technology and houses the following programs: B.S. Computer and Electrical Engineering, B.S. Engineering Technology, B.S. Manufacturing Engineering, B.S. Mechanical Engineering, B.S. Packaging, B.S. Plastics Engineering, and M.S. Manufacturing Engineering.

UW-Stout's College of Science, Technology, Engineering, Mathematics and Management is committed to creating an inclusive campus community.  Candidates who have experience working collaboratively with diverse individuals and/or groups who can contribute to fostering an inclusive environment are encouraged to identify their experience in these areas. 

APPLICATION INSTRUCTIONS

Complete applications received by end of day, Sunday, June 21, 2026, are ensured full consideration.  Applications submitted after Sunday, June 21, 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 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: Christopher Bendel

Phone: 715-232-2682

Email: bendelc@uwstout.edu

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: Jacob Anderson

Phone: 715-232-2516

Email: andersonj4189@uwstout.edu

ADDITIONAL INFORMATION

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

Minimum starting salary of $20.00/hour, commensurate with qualifications and experience. 

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

• 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

• Serves as a primary point of contact for the department

• May provide operational guidance and training on day-to-day activities of student workers and program staff

• Monitors the department, unit or program budget and expenses, and may assist in the development of program budget and projections

• Identifies, troubleshoots, and resolves problems regarding technical systems and programs related to department operations

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 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 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.