Business Manager for Information Technology Services

Posting Details

Recruitment Number

1073

Working Title

Business Manager for Information Technology Services

Position Type

Staff/Administrative

Appointment Percentage

100

Division/College

Administration and Finance Division

Position Summary

The business manager provides financial and administrative support for Information Technology Services ( ITS ) and is responsible for managing the departmental budget including development and preparation, monitoring and forecasting, and general financial oversight of ITS . This position is also responsible for assisting with ITS personnel management and payroll, data analysis and financial forecasting, departmental purchasing, and monthly projections of budget to actuals. The business manager reports to the Chief Information Officer.

Description of College / Department / Program / Division / Unit

The Division of Administration and Finance is committed to providing quality campus services to faculty, staff, students and external constituencies in support of the university’s mission of teaching, research, and public service. The division includes Facilities Planning & Management, Budget, Human Resources, Information Technology Services and Police & Parking Services.

Required Qualifications

• Bachelor’s degree in accounting, finance, or a business-related field.
• Training or relevant experience in budgeting and financial management.

Preferred Qualifications

o Experience working in higher education.
o Commitment to excellence in customer service.
o Excellent written and oral communication skills, and interpersonal abilities.
o Detail-oriented with strong analytical skills.
o Effective organizational skills and the ability to multi-task.
o Financial analysis and modeling experience.
o Experience with Microsoft Office and Peoplesoft.

Physical Demands

N/A

Working conditions and environment

Office setting

Miscellaneous Information

Your benefits add an additional 40%+ to the overall financial package from the university.
Highlights include:
• 22 days of vacation for 12-month positions (that are non-instructional)
• excellent flexible health insurance with low co-pays and good coverage.
• paid holidays and sick days.
• sick leave may be converted at retirement to pay for health insurance post-work at UWL .
• after 5 years of employment, you become vested in our retirement system which ensures income post-career.
• benefits at UWL are highly competitive with local industry and some of the strongest in state and nation.
Learn more at: https://www.wisconsin.edu/ohrwd/benefits/download/fasl20.pdf
Benefit eligibility is determined at point of hire. This information is provided for illustrative purposes only. Benefits are also pro-rated based on the appointment percentage.

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The University of Wisconsin System and the University of Wisconsin–Madison are engaged in a redesign of job title and compensation structures. The Title and Total Compensation Project will result in relevant and market-informed titles to help us keep and grow our outstanding workforce. If you are the successful candidate, your title is subject to change in November 2021. For more information, visit: https://www.wisconsin.edu/ohrwd/title-and-total-compensation-study/

Duties/Responsibilities

These are the job duties required for the position.

Responsibility Statement

Provide support and serve as business manager for ITS.

Duties to Support Responsibility

• Assist in planning, development, execution and tracking of budgets for the department.
• Prepare budget summaries and analysis for ITS and campus meetings.
• Provide training and serve as a financial consultant for ITS managers on budget matters.
• Monitor, provide guidance, and assist with reconciling accounts to ensure expenses are appropriate and documented consistently with federal and state policies, contractual agreements and to satisfy audits.
• Monitor spend plans for sub-departments within ITS, reconcile against master budget plans and models for timing of equipment purchases and projections on future purchases.
• Monitor, reconcile, and consult with appropriate individuals on status of all departmental and organizational budgets.
• Communicate changes of policies, procedures, and processes to appropriate individuals within the department.
• In consultation with appropriate parties, recommend, monitor, and reconcile ITS expenditures to meet ITS goals and policies, including special budget models (Network, Enterprise, Client Services, System Admin, ITS base accounts, VoIP, Digital Signage, Pay-for-Print, etc.)
• Monitor, route, and ensure invoices are paid, and confirm receipt of equipment and services.
• Monitor and forward purchase approvals to purchasing and payment to Accounts Payable.
• Monitor, reconcile, and audit all department procurement purchases. Send forward all ITS procurement statements to Business Services with proper documentation and approvals.
• Collect and monitor all campus software purchases in master spreadsheet.
• Monitor, audit, and track student help budgets.
• Monitor and track all professional development activities.
• Keep and track the master vacation and absence schedule for ITS .
• Monitor Pay-for-Print expenditures and credits on a monthly schedule, make appropriate recommendation, adjustments, and forecasting to the CIO .
• In consultation with CIO, generate HR paperwork for new hires or employee changes.
• Represent the department at appropriate committee and department meetings.
• Serve as a resource person for the purchasing of ITS equipment and supplies.
• Work with Human Resources, Budget Office, and Business Services to resolve any financial problems within the ITS accounts.
• Initiate, request, and monitor budget transfers and expense transfers within the department with consultation with the CIO .
• Initiate requests to rename and delete unit accounts as needed.
• Monitor, track, and keep master renewal information for contracts for software and hardware, and with external agencies in consultation with the CIO and ITS managers.
• Gather quotes from software vendors in consultation with the CIO, ITS Managers and Purchasing office.
• Track delivery, receipts, and payments for Dynamic Recycling as well as ITS surplus sales through the Wisconsin Surplus Online Auction.

Percentage Of Time

70

Essential

Yes

Responsibility Statement

Monitor financial contracts, purchase orders and invoices.

Duties to Support Responsibility

• Accurate completion of all purchase orders for the department in accordance with UW System and UWL policies and procedures.
• Stay updated on any changes in UWL and UWS policies and procedures in regard to procurement.
• Process and track invoices of payment to Accounts Payable and within the ITS accounts to reconcile against the budget plan.
• Monitor operation, status, maintenance, and expenses for departmental microvan.

Percentage Of Time

10

Essential

Yes

Responsibility Statement

Provide data analysis and future needs/projections based on campus technology needs, enrollment, and workforce projections.

Duties to Support Responsibility

• Provide analysis of current supply & expense charges and other budgetary items.
• Prepare ITS financial reports.
• In conjunction with the Budget Office help to prepare financial ITS models, assist with computer equipment inventory financial reporting.
• Utilize available technology and reporting resources to complete accurate and timely reports for ITS stakeholders.

Percentage Of Time

10

Essential

Yes

Responsibility Statement

Responsible for all employment related paperwork in the department.

Duties to Support Responsibility

• Work with the CIO and managers to ensure proper procedures are followed during the hiring and reappointment processes.
• Accurate completion of all hiring details, Employee Action forms, Employee Transaction forms for all changes to appointments and overload forms.
• Accurate completion of forms and adherence to policies for Business Services and Human Resources.

Percentage Of Time

5

Essential

Yes

Responsibility Statement

Support departmental with other duties as assigned.

Duties to Support Responsibility

• Serve as the departmental liaison on financial matters with other campus departments.
• Monitor ITS key status in department Key Locker. Ensure keys are returned promptly.
• Serve as building manager for Wing Technology Center and liaison with Facilities Management.
• Other duties as assigned by the CIO .

Percentage Of Time

5

Essential

Yes

Posting Detail Information

Special Instructions

Posting Date

07/15/2021

Close Date

Continuous Recruitment

Yes

Continuous Recruitment First Review Date

07/30/2021

Position Contact Name

James Jorstad, Interim CIO

Position Contact Email

hrinfo@uwlax.edu
Required Documents
Required Documents

1. Resume/Curriculum Vitae
2. Cover Letter/Letter of Application
3. Reference Contact Information

Optional DocumentsSupplemental Questions

Required fields are indicated with an asterisk (*).

1. The University of Wisconsin System will not reveal the identities of applicants who request confidentiality in writing, except that the identities of finalists must be revealed upon request. See Wis. Stat. §. 19.36(7).
   • I wish for my name to remain confidential until the university is no longer able to do so.
   • I waive my right to keep my name confidential through the application process.
2. Will you now or in the future require visa sponsorship for employment at the University of Wisconsin-La Crosse? (UW-L and UW System institutions pay for some or all of the sponsorship costs. Some candidates may require an H1B or another form of employment sponsorship to work in the US. This question is asked so that if you are the successful candidate, Human Resources can work with your work unit to begin the process of obtaining this visa).
   • Yes, I will require sponsorship prior to employment.
   • Yes, I will require sponsorship for continued employment if hired.
   • No, I do not require sponsorship and am eligible to work in the US.
3. Please provide your most recent employer, supervisor name and contact information, including phone number and email address. (Pursuant to UW System Administrative Policy 1275, UW System requires reference checks related to sexual harassment and sexual violence to be conducted at a minimum with a final candidate’s most recent employer and with all previous UW System institution and State of Wisconsin agency employers from the past seven years. UW-L will notify you prior to contacting your supervisor).
   
   (Open Ended Question)
   
   
4. Are you currently employed by or have you been employed by a UW System institution or a State of Wisconsin agency during the last seven (7) years? Please answer yes or no. If yes, provide the institution or agency name, your supervisor and contact information, including phone number and email address.
   • Yes
   • No
5. After you retire from a Wisconsin Retirement System (WRS) employer, you may return to work with a WRS employer as a rehired annuitant, provided certain requirements are met. There are no restrictions on what type of position a rehired annuitant can hold. Under the WRS, there is no limit to how much you may earn as a rehired annuitant. (Learn more: https://www.wisconsin.edu/ohrwd/benefits/life-events/empcha/ra/). Are you currently collecting an annuity from the Wisconsin Retirement System, (WRS)?
   • Yes
   • No
6. How did you hear about this employment opportunity?
   • Chronicle of Higher Education Web Site
   • Discipline-Specific Publication/Web Site
   • HERC Web Site
   • HigherEdJobs.com Web Site
   • Job Center of Wisconsin Web Site
   • Minority Publication/Web Site
   • University of Wisconsin - La Crosse Social Media (i.e. Facebook, LinkedIn, Twitter)
   • University of Wisconsin - La Crosse Web Site
   • La Crosse Tribune
   • Personal Referral
7. Are you an alum of the University of Wisconsin-La Crosse?
   • Yes
   • No
8. Were you ever found to have engaged in any sexual violence or sexual harassment in a previous work assignment? (Required under UW System Administrative Policy 1275)
   • Yes
   • No
9. Are you currently under investigation or have ever left employment during an active investigation in which you were accused of sexual violence or sexual harassment? (Required under UW System Administrative Policy 1275)
   • Yes
   • No