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Student Organization & Involvement Accounts Manager

University of Wisconsin - Stout
Menomonie, WI
Start date
Jun 7, 2024
Closing date
Jul 7, 2024

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Job Type
Employment Status
Full Time

Job Details


Student Organization & Involvement Accounts Manager

The Involvement Center staff is a dynamic team of individuals offering services, support, and programming to help students get connected to campus. As a unit of the Student Centers department, they support the overall mission to provide places, services, and opportunities that support the personal development and learning of all UW-Stout students. The Student Center is a part of the greater UW-Stout community which is a small and friendly campus with a unique polytechnic mission. They are seeking a team member that is passionate about working with students, has excellent financial skills, is excited for unique opportunities that arise each day, and committed to providing quality service in an inclusive environment.

Official UW Title: Financial Specialist II


Minimum / Required
  • Knowledge of payroll practices, accounts payable, and accounts receivable transactions
  • Knowledge of PC-based word processing, spreadsheet, and database software applications.
  • Minimum of 2 years experience working with financial reporting.
  • Excellent attention to detail, organizational, and prioritization skills.
  • Ability to work effectively in a team environment that includes students and professionals.
Highly Desired/Preferred
  • 5 years of financial work experience or associate degree in accounting, finance, business, or other related occupation.
  • Professional work experience with Microsoft Excel and use of macros, pivot tables, and other tools.
  • Knowledge and experience within the Universities of Wisconsin System.

Position Summary:
This position provides financial and records management along with administrative support to the Involvement Center staff and students. The position is responsible for the daily fiscal account activity associated with the Involvement Center, Stout Student Association, and segregated fee funded student organizations. This position must effectively interpret, apply, teach, train, and communicate appropriate processes regarding allocation, purchasing, accounting structures, travel, and other expenditure processing. The position requires considerable knowledge of the department and campus/system financial processes to work effectively under general supervision in a wide range of work situations and is expected to be a contributing member of the Involvement Center team.

Essential Job Functions and Responsibilities:
45% Student Organization Purchasing & Financial Management:
  • Create, manage, and reconcile accounts for student organizations, SSA, and Involvement Center. Research and resolve discrepancies to reconcile accounts.
  • Provide programming support for all recognized student organizations using seg fee funds (purchasing, travel, etc.).
  • Ensure compliance with all applicable statutes, administrative codes, legislative polices, BOR policies, SSA policies, UW Administrative policies, and procedures in the processing of expenditures and org travel.
  • Interpret, train, and advise student organization leaders on the use of segregated fee moneys, purchasing, traveling, and ensuring compliance with all pertinent policies.
  • Make travel arrangements for Involvement, Student Centers, and fee funded student organizations, ensuring payment and/or reimbursement as appropriate.
  • Serve as a liaison between student organizations and authorized vendors, solving discrepancies and responding to inquiries, etc.
  • Verify allocation and balance before approving travel, purchases, contracts, food, and other purchases.
  • Maintain an accurate filing and record system for all financial documents using university process.
  • Create and distribute annual reporting for all financial accounts.
35% Program Support for Involvement Center and Student Centers Department
  • Provide programming support for the Involvement Center programming series and events.
  • Audit department transactions to ensure proper reconciliation requirements.
  • Reallocate expenses to appropriate funding strings.
  • Answer advanced fiscal questions and provides information based on set materials and standards to students, staff, and collaborators.
  • Reviews transaction processing internal controls and recommends policies and procedures.
  • Provides the Associate Director administrative, clerical, and research support in the daily management of the Involvement Center.
  • Manage the Involvement center office and programming supplies inventory. Coordinate ordering, tracking, and maintenance of new supplies and services.
  • Manage the payment process for contracted entertainers and obtain the appropriate documentation.
  • Assist in keeping the desk staff apprised of duties that they will need to perform with student organization finances.
  • Serve as backup student employee approver in the Involvement Center.
  • Act as a purchasing agent and department requestor in ShopUW+.
10% Principal Student Organization Payroll, Records, & Fiscal Management
  • Train, supervise, and evaluate the student position of Student Organization Financial Assistant
  • Process, audit, and reconcile SSA scholarships and Stoutonia payroll and back up student employee approver for Blue Devil Productions (BDP).
  • Verify compliance with Stoutonia printing contract and process invoices and payments.
  • Create invoices, receive payments, maintain financial records, and follow up on unpaid invoices for Stoutonia .
10% Miscellaneous Duties
  • Participate in the annual budget process each year.
  • Contribute financial information for department and Student Center annual reports.
  • Maintain resources for student organization leaders within web pages, presentations, and other resources.
  • Provide support for the Involvement Annual report process.
  • Perform other duties as assigned.
Equipment provided to perform essential functions:
* Personal computer with Windows operating system, photocopier, telephone, printer, shredder, and calculator. Account associated purchasing and travel cards.


UW-Stout's Student Centers team is committed to creating an inclusive campus community. Candidates who have experience working collaboratively with diverse individuals and/or groups and who can contribute to fostering an inclusive environment are encouraged to identify their experience in these areas.

Student Centers' Mission

To be a student focused community that offers: gathering places, services, and opportunities in support of learning and personal growth in a safe, positive, and welcoming environment.

Your place is waiting for you

At the center of campus lives the Memorial Student Center (MSC), a place that will help make Stout home. Whether students pay us a visit for their morning cup of coffee, get projects printed for a class, take a nap between classes, or attend a student org meeting, you'll find it's the heart of campus. But more than this, it's a community - a community that allows students to find their place while at Stout.


Applications received by end of day, May 22, 2024 are ensured full consideration. Applications submitted after May 22nd may be reviewed at the discretion of the search committee.

To apply, click on the APPLY button or go to:

Required application materials :
  1. Cover letter (* See below)
  2. Resume
  3. Names and contact information for a minimum of three (3) professional references

* 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.

Applicants must complete all required fields and attach all required documents prior to submitting the online application.

Note: Once you have attached your materials and submitted your application you will not be able to go into the system and change them.

Before starting the online application process, we recommend you preview the frequently asked questions (FAQs) available at:

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.

For questions regarding this position or recruitment, please contact:

Search Chair: Jennifer Lee

Phone: 715-232-1114


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: Alexandra Bates

Phone: 715-232-2438



University of Wisconsin-Stout, Wisconsin's only Polytechnic University, offers an unmatched career-focused education that combines applied learning, theory and research with real-world experience that prepares tomorrow's leaders to drive the future of business and industry. At UW-Stout, our students think and do from day one, and we are proud to produce lifelong learners, ethical leaders and responsible citizens who succeed in a global society.

UW-Stout is recognized nationwide for its operational excellence. We were the first and remain the only full four-year public higher education institution in the nation to receive the Malcolm Baldrige Award, and we are dedicated to a process-improvement model that leverages the power of data and the value of our people. We believe in critical thinking and fact-informed decision making. We pursue sustainability in form and function and collaborate across campus and with our partners to solve problems in industry and society. And providing an equitable, diverse and inclusive environment for our faculty, staff and students to live, learn and work is a top priority.

We offer 45+ undergraduate degrees, 20+ graduate degrees and 30+ professional certificates in Art, Design & Graphics; Business & Management; Education; Human & Social Sciences; Information Technology & Communications; and Science, Engineering & Math. Our first-class digital infrastructure and learning environments provide our nearly 7,000 students with every avenue to explore and personalize their success. And we invest in people who share our vision to advance our position as Wisconsin's only Polytechnic University and as a regional, national and international leader in higher education.

Be a part of the future at UW-Stout. Learn more at .

University of Wisconsin-Stout is located in Menomonie, Wisconsin, a community an hour east of Minneapolis-St. Paul. A pillar of Wisconsin¿s Chippewa Valley and recognized as one of the best small towns in America, Menomonie provides an idyllic combination of natural beauty, outdoor recreation, boutiques and arts and culture with access to a metropolitan area. For more information about the UW-Stout community and region visit: .


Minimum starting salary of $23.00/hour, commensurate with, commensurate with qualifications and experience. UW System provides an excellent benefits package including participation in the Wisconsin State retirement plan, demonstrating our commitment to the diverse needs of our employees.
  • Benefit Details:
  • Health & Retirement Contributions Estimator | Employee Benefits (
All qualified candidates meeting application requirements will receive consideration for employment and will not be discriminated against. As an equal employment opportunity and affirmative action employer, UW-Stout welcomes applications from individuals from diverse groups; veterans, individuals with disabilities and from historically excluded populations. UW-Stout provides equal opportunity to all persons and is committed to inclusive excellence. At UW-Stout we value our differences and welcome diverse perspectives as we continually commit to developing an inclusive and equitable environment for all employees and students.

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 candidate and most recent supervisor(s) questions regarding sexual violence and sexual harassment. Final candidates with previous employment within the UW System and State of WI agencies will be subject to additional reference checks.

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:

Job Family: Staff


Find Your Calling at UW-Stout

The University of Wisconsin-Stout is a career-focused polytechnic university emphasizing applied learning. UW-Stout is known for the annual career success of its graduates, with 97 percent employed or continuing their education upon graduation.

At UW-Stout, you will join a vibrant community of passionate educators and support staff who impact our students' lives and our society at large. We call ourselves Stout Proud, and we are looking for talented individuals to join our team.

With over 1,400 employees, UW-Stout offers a wide range of positions for faculty, both tenure-track and adjunct, as well as for administrators, managers, professional and support staff. We offer exceptional benefits and a rewarding academic environment.

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