The WIAC Business Manager position is a full-time, hourly, non-exempt university staff position. The official title is Administrative Assistant II, job code AD002. The anticipated starting hourly wage is $19.23 to $24.04 commensurate with the candidate’s education, related experience, and qualifications. UW System employees receive an excellent benefits package. To learn more about the benefits package, review the UW System Employee Benefits Brochure.
Internal Number: 18543
The University of Wisconsin System is one of the largest systems of public higher education in the country, educating approximately 165,000 students each year and employing 40,000 faculty and staff statewide. With 13 universities across 26 campuses and a statewide extension network with offices in every county, the UW System is a tremendous academic, cultural, and economic resource for Wisconsin, the nation, and the world.
The Wisconsin Intercollegiate Athletic Conference (WIAC) competes at the NCAA Division III level and consists of nine UW-System universities including: UW-Eau Claire, UW-La Crosse, UW-Oshkosh, UW-Platteville, UW-River Falls, UW-Stevens Point, UW-Stout, UW-Superior and UW-Whitewater. The WIAC has continued the record of athletics and academic excellence established by its predecessors. The conference is widely recognized as the premier Division III conference in the country as evident by the number of NCAA championships captured annually by WIAC teams and the overall finish of WIAC institutions in the Division III Directors’ Cup standings. The conference also has assumed a significant leadership role in the governance structure of the NCAA and been recognized for its advances in gender equity and the community activism of its student-athletes. POSITION SUMMARY The WIAC Business Manager provides administrative support for the Office of the Commissioner of WIAC, which includes providing general office support, assembling materials for meetings and clinics, coordinating travel arrangements, monitoring work assignments of interns, and ensuring compliance with WIAC/NCAA rules and guidelines related to athlete eligibility.
MAJOR RESPONSIBILITIES Business Manager Duties: •Provides general office support, which includes monitoring incoming and outgoing daily correspondence, organizing files based on applicable records retention schedules, and developing, recommending, and implementing new and revised procedures and guidelines to improve administrative office practices. •Initiates payments and invoices for all WIAC goods and services, including subscriptions, supplies, awards, meetings, memberships, etc. •Prepares financial reporting to include preparing and managing payment schedules for ASSA for Coordinators, and calculation of expenses to determine percentage slips for tournaments. •Serves as assistant grant manager for the NCAA annual grant, including preparing supporting documentation for audits of NCAA grants. •Prepares all accounts payable for processing checks and deposits. •Manages WIAC project funds/spending, including: oCorporate partnership funds/spending and WIAC Foundation funds/spending oCollection of annual assessments from participating institutions and affiliates.
•Trains users (e.g., officials, athletics directors, coaches, neutral observers, program assistants, etc.) on the Officiating Software (Officials) Software Programs with the following information: oCreate basic level application instructions for new users; o Monitor user information, availability calendars, accepting/cancelling assignments, completing evaluations, etc. •Assists campus staff in payroll procedures for official’s payments making sure all officiating fees have been correctly entered on the system. Create and import composite schedules for the sports that utilize the software. Maintains end of the year reports for each sport used. Officiating software used to pay referees. •Initiates pay for post season Hockey and Basketball pay and reconciles accounts. •Attends training sessions and educational programs to further develop technology skills, knowledge, and techniques related to the position.
Championship Administration: •Independently assembles and compiles awards, medals, certificates, and materials for all championships and post season tournaments, maintains award inventories and certificates, requests engraving of medals/awards and coordinates distribution. •Prepares and distributes scholar athlete congratulations letters to all recipients on a timely basis after each championship.
Internal Operations •Coordinates travel arrangements, making hotel reservations and payments and fleet vehicle reservations for staff travel. •Monitors work assignments of the WIAC interns. •Monitors that the eligibility certificates are registered and reviewed in a timely manner to ensure that WIAC/NCAA rules and guidelines have been met for athletes to be eligible for competition. oEnsures that inquiries regarding discrepancies are reviewed with the campus registrar, athletics directors, or program assistants regarding any discrepancies. •Prepares yearly reports and maintains records for ongoing yearly reports. •Organizes meetings and clinics, including assembling materials, maintaining email lists, and arranging meeting logistics. •Oversees maintenance of office equipment and service agreements to include the network servers, individual workstations, copier, fax machine, telephones, wireless devices, and postage meter. •Serves as primary contact with the office building management. •Attends various WIAC events and other duties assigned by the Commissioner.
Knowledge of policies and procedures related to processing financial transactions including accounts payable and adjusting journal entries.
Experience and proficiency with Microsoft Office
Advanced skill with Excel and the ability to create spreadsheets and reports.
Knowledge and experience using online and web-based financial management and accounting systems and databases as well as the ability to query and compile financial data from various systems.
Skill in attention to
Effective professional oral, written, and interpersonal communication skills.
Ability to ability to work independently; make independent judgments; and set priorities to meet multiple deadlines, show initiative and autonomy in owning
Strong analytical and problem-solving skills.
Ability to create and maintain effective working relationships with diverse groups and individuals including staff, administrators, and UW System stakeholders
Knowledge of UW System and State of Wisconsin financial policies and procedures
APPLICATION INSTRUCTIONS To ensure full consideration, please submit application materials as soon as possible. Applicant screening will begin immediately and be ongoing through Sunday, August 7, 2022. However, applications may be accepted until the position has been filled.
Follow the onscreen instructions and be sure to include your salary expectations when asked in our applicant tracking In addition, please be sure to upload ALL THREE of the required documents: resume, cover letter, and referencesas PDF files. Failing to include any of these documents may disqualify your application.
Your cover letter MUST specifically address how your education and experience relate to the position and qualifications. Be sure to emphasize the areas outlined under “Minimum and Preferred Qualifications ”
Your reference page should include the names, addresses, email addresses, and phone numbers for three professional references with at least one being from a current or previous supervisor.
UW System Human Resources is your trusted partner and our team is here to support you throughout your career with UW System Administration. We strive to better the experiences of our employees and advance the mission of UW System by putting people first.