ADMINISTRATIVE MANAGER
Job Description
ADMINISTRATIVE MANAGER
Position Number: 02104792
Introduction (Description of School/College/Dept/Program)
The Division of Enrollment Management (EM) collaborates across campus departments to grow and sustain enrollment and retention through work that supports the success of all students. At the center of our operations, our core values unify our departments and guide our work. The annual EM budget of approximately $14.5M supports the work of nine (9) departments comprised of nearly 150 employees.
Job Summary
Reporting to the Divisional Strategy Lead for Enrollment Management (or their designee) and working closely with the Divisional Finance Officer and Accountant, the Administrative Manager will manage the divisional budget by assisting the division head, Divisional Finance Officer, and department leaders with accounting, reporting, and forecasting. In addition, the administrative manager will coordinate divisional logistics such as meeting scheduling, event planning, project management, and other duties as assigned by divisional leadership.
The Administrative Manager will focus on:
The Administrative Manager will focus on:
-
- Operational Efficiency: Continuously evaluate and optimize processes to deliver streamlined financial support, leveraging technology and best practices to improve speed and accuracy.
- Transparent Operations: Foster clear communication by establishing transparent procedures and ensuring divisional staff receive ongoing training and support.
Job Summary
Assists in managing the financial activities for the Division of Enrollment Management and coordinates logistics and other administrative projects and tasks. Initiates, develops, and implements operational services that support the division to advance program goals and objectives.
- Plans, assists, and engages in financial and/or accounting operations for all departments within the Division of Enrollment Management.
- Coordinates data management, assists with budget preparation and management, and assists with financial reporting efforts in conjunction with the Divisional Finance Officer.
- Serves as a subject matter expert to unit leadership regarding financial operations, status and reporting, and recommends process improvements.
- Plans, implements, executes, and evaluates existing funding strategies and objectives and makes recommendations to unit leadership for program or function enhancement.
- Identifies, verifies, and audits financial charges, credits, and authorizes payments.
- Recommends, interprets, disseminates, and implements unit-focused fiscal policies and procedures, ensuring compliance with established rules, regulations, and financial guidelines.
- Identifies workflow needs, contributes to the development of strategic and operational solutions, allocates resources, and implements new or revised unit operational policies and procedures.
- Schedules logistics and secures resources for program activities across multiple work units to ensure optimum efficiency and compliance with appropriate policies, procedures, and specifications.
- Leads the development and preparation of periodic reports and financial statements, and records progress, status, or other special reports for leadership or external agencies.
- Provides ongoing support and troubleshooting on software, information systems, and data used for financial services, ensuring staff confidence and smooth operations.
- Contributes to the preparation of proposals for funding and/or funding continuation from outside sponsors.
Position Qualifications
The successful candidate will have excellent written communication, organizational, customer service, and problem-solving skills and a strong understanding of accounting and budget management. Additionally, the Administrative Manager must be aware of the confidential and oftentimes sensitive nature of financial records. The successful candidate must possess a desire to solve problems and will strive to be creative in providing the best service while complying with all regulations. The Administrative Manager must also be able to work with competing priorities, adjust to changes in a rapidly changing environment, and meet deadlines even in the event of interruptions and focus distractions.
Minimum Qualifications
- Bachelor’s degree or higher in business, accounting, or a related field
- At least three (3) years of experience in accounting or budget/financial management
- Demonstrated proficiency in common office software programs, such as Microsoft 365 suite (Outlook, Teams, Excel, Word, etc.)
Preferred Qualifications
- Current experience using financial software (PeopleSoft, Workday, or other enterprise software)
- Evidence of ability to comprehend complex written materials, policies, and procedures
- Experience working with grant funding
- Experience with providing administrative support to leadership
- Demonstrated experience(s) working in a setting serving populations that have been historically underrepresented in higher education (e.g., first-generation students, Pell Grant-eligible students, etc.)
Application Instructions
Interested applicants are required to apply online and provide a cover letter addressing your education/experience as they apply to all minimum and preferred qualifications, a resume, and a document listing the names and contact information for three professional references. UWM will not consider paper, emailed or faxed applications.
In instances where the Search and Screen Committee is unable to ascertain from a candidate’s application materials whether they meet any of the qualifications, they will be evaluated as not meeting such qualifications.
All application materials will be further evaluated as evidence of excellent written communication skills. Candidate(s) selected for hire will be required to submit official college transcripts.
In instances where the Search and Screen Committee is unable to ascertain from a candidate’s application materials whether they meet any of the qualifications, they will be evaluated as not meeting such qualifications.
All application materials will be further evaluated as evidence of excellent written communication skills. Candidate(s) selected for hire will be required to submit official college transcripts.
Application Notes
For this position, applicants are required to apply online. UWM will not consider paper, emailed or faxed applications. Additionally, applicants must complete all required fields and attach any required documents. The process is complete when the message “Your application has been submitted” is displayed and you receive a confirmation number.
Legal Notices
AA/EO Statement
UWM is an AA/EO employer: All applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, sexual orientation, gender identity/expression, disability, or protected veteran status.
Reasonable Accommodations
UWM 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 uwm-jobs@uwm.edu or 414-229-4463. 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
UWM is a State agency and subject to Wisconsin’s Open Records Law. UWM 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 and Reference Check Policy
Employment will require a criminal background check. UWM takes the prevention of sexual misconduct seriously. As such, you and your references will be required to answer questions regarding any past findings of sexual violence and sexual harassment or any pending allegations of sexual violence or sexual harassment.
Annual Security and Fire Safety Report (Clery Act)
For the UWM Annual Security and Fire Safety Reports (i.e., Clery Report), which includes statistics about reported crimes and information about campus security policies, see http://www.cleryact.uwm.edu/, or call UWM’s Dean of Students Office, Student Union 345 at (414) 229-4632 for a paper copy.
Employment Authorization
In compliance with federal law, all persons at the time of their start date will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.
UWM is an AA/EO employer: All applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, sexual orientation, gender identity/expression, disability, or protected veteran status.
Reasonable Accommodations
UWM 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 uwm-jobs@uwm.edu or 414-229-4463. 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
UWM is a State agency and subject to Wisconsin’s Open Records Law. UWM 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 and Reference Check Policy
Employment will require a criminal background check. UWM takes the prevention of sexual misconduct seriously. As such, you and your references will be required to answer questions regarding any past findings of sexual violence and sexual harassment or any pending allegations of sexual violence or sexual harassment.
Annual Security and Fire Safety Report (Clery Act)
For the UWM Annual Security and Fire Safety Reports (i.e., Clery Report), which includes statistics about reported crimes and information about campus security policies, see http://www.cleryact.uwm.edu/, or call UWM’s Dean of Students Office, Student Union 345 at (414) 229-4632 for a paper copy.
Employment Authorization
In compliance with federal law, all persons at the time of their start date will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.
To apply, please visit: https://jobs.uwm.edu/postings/38958
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