Madison, WI
Sep 16, 2017
Institution Type
Four-Year Institution

JOB NO.: 92144-AS

Work Type: Staff-Full Time


Location: Madison

Categories: Accounting, Finance, Purchasing, Event Planning, Program Coordination, Office & Administrative Support

Employment Class: Academic Staff-Renewable

Position Vacancy ID: 92144-AS

Working Title: Project & Fiscal Coordinator



FTE: 100%

Anticipated Begin Date: NOVEMBER 27, 2017

Term: This is a renewable appointment.

Advertised Salary:

Minimum $50,000 ANNUAL (12 months)
Depending on Qualifications

Degree and Area of Specialization:

Bachelor's degree required.

Minimum number of years and type of relevant work experience:

1. Ability to listen, ask appropriate questions, and analyze responses of new and potential clients in order to effectively identify their needs (whether stated or not) and determine appropriate services and resources to address those needs.

2. Experience working in a customer service capacity, effectively working to identify and address customer needs and resolve issues.

3. Strong interpersonal skills that promote trust and mutual respect when relating to others. Ability to meet and deal effectively with a variety of constituents with diverse backgrounds, including students, co-workers, faculty, staff, administration, and the public.

4. Knowledge of project coordination/project tracking tools or systems.

5. Knowledge of and experience with operational, personnel, financial, and procurement policies, processes, and expectations within a complex institution (preferably in higher education).

6. Experience with establishing, monitoring, and controlling budgets. Familiarity with WISDM (the WISconsin Data Mart for UW System's Shared Financial System) and financial queries a plus.

7. Ability to work independently and effectively manage and prioritize multiple tasks/responsibilities from several different staff, with little or no daily supervision.

8. Ability to analyze and improve work processes to improve the efficiency and effectiveness of the unit.

9. Ability to oversee and coordinate the work of student and administrative project staff, including documenting and training staff in work processes.

10. Excellent written and verbal communication skills.

11. Proficient using a computer with experience using spreadsheets, word processing, presentations, database, email and Internet software; experience with Microsoft Office Suite preferred (Word, Excel, and Power Point). Experience with additional software (e.g., Access) a plus.

12. Ability to use discretion in handling sensitive issues and maintain confidentiality at all times.

Position Summary:

This position provides high-level project coordination, fiscal support, and support for a dynamic strategy and consulting office that recently formed from a merger of an Administrative Process Redesign unit and the Office of Quality Improvement.

Reporting to the Director, the incumbent will provide project intake services, which will involve making initial contacts with potential clients to assess their needs and evaluating those needs relative to the office's suite of services and overall mission and strategic priorities.

In addition, this position will be responsible for project coordination, which will involve maintaining a project database that documents client contacts, outlines project deliverables, and tracks project status through closeout and payment; assisting the Director in making project assignments based on consultant capacity and areas of expertise; monitoring progress on active projects; and helping troubleshoot client issues or concerns, as needed.

The incumbent will also be responsible for coordinating many operational and administrative functions for the office, including those related to fiscal (budget management, billing/invoicing, fund and grant management, and oversight of procurement and travel expense management); project administration and support (maintenance of project databases, provision of periodic data reports); and personnel (support for time/absence reporting, performance evaluations and other HR functions, and oversight of administrative staff and student assistants). The incumbent will be expected to exercise discretion and independent judgment in coordinating, planning, and supporting office activities and making decisions with little supervision - knowing when to escalate issues, as appropriate, to the Director. The incumbent will have an integral role in the organization's strategic mission and must be capable of exercising good judgment, working independently, and protecting the confidentiality of clients and consultants. Successful applicants will have the organizational, analytical, and technical skills to execute the functions listed above, as well as excellent communication and interpersonal skills.

Additional Information:

On (vacancy 92144), to see the full position description click on "Full Position Details" below under Additional Link.


Karen Aune
Relay Access (WTRS): 7-1-1 (out-of-state: TTY: 800.947.3529, STS: 800.833.7637) and above Phone number (See RELAY_SERVICE for further information. )

Instructions to applicants:

Please click on the "Apply Now" button (, 92144) to start the application process. Applicants will be asked to upload a resume and cover letter outlining relevant qualifications and experience. Pay will be based on experience and qualifications.

Additional Link: Full Position Details

NOTE: A Period of Evaluation will be Required

The University of Wisconsin is an Equal Opportunity and Affirmative Action Employer.

The Annual Security and Fire Safety Report contains current campus safety and disciplinary policies, crime statistics for the previous 3 calendar years, and on-campus student housing fire safety policies and fire statistics for the previous 3 calendar years. UW-Madison will provide a paper copy upon request; please contact the University of Wisconsin Police Department.

Advertised: Sep 15 2017 Central Daylight Time

Application Close: Oct 15 2017 11:55 PM Central Daylight Time


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