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UPDATED - Financial Program Supervisor - Assistant Controller - 20330


The Department of Financial Services at the University of Wisconsin-Whitewater seeks a Financial Program Supervisor (Assistant Controller, FN054).


The Assistant Controller is responsible for the management and direction of staff dealing with the financial system of the University. This person will supervise staff working with payables, grant accounting, ledger adjustments and corrections, department or project coding set up, and all financial reporting. This position works closely with the campus business representatives to coordinate financial activities for the University. These responsibilities involve a variety of appropriations including GPR, SEG and Federal funding sources.

This position works standard hours Monday through Friday and reports to the Controller. The employee is expected to have a full understanding of Generally Accepted Accounting Principles (GAAP) as they relate to university accounting. This position will also have knowledge of the UW Financial System, the State accounting system and federal regulations related to grant programs. Work is performed under general supervision, but it is expected the staff person will progress to independent work after gaining knowledge and experience working within the UW System.


Minimum Qualifications:

· Minimum 5 years professional accounting experience with demonstrated increasing responsibility

· Professional training in accounting or auditing such as that as would be acquired by earning a bachelor’s degree in accounting or auditing from an accredited post-secondary College/University

· Preferred previous supervisory experience

Knowledge, Skills and Abilities:

· Strong computer skills, specifically proficient in use of Microsoft Excel

· Strong aptitude for understanding and analyzing automated accounting systems

· Proficient in the development of computer queries to extract accurate data and reports

· Knowledge of financial regulations for funding sources (PR, GPR, Fed, etc.)

· Strong ability to interpret and analyze financial data from accounting systems and rules and regulations to create reports, complete reconciliations, prepare projections, calculate rates, etc.

· Excellent organizational skills

· Thorough knowledge of GAAP

· Excellent written and oral communication skills

· Ability to interact respectfully with people with diverse socioeconomic cultural and ethnic backgrounds

· Willingness and ability to be an active participant in following applicable safety rules and regulations including necessary training and drills


50% A. Responsible for integrity and accuracy of the University accounting system

A1. Supervise the work of staff (accounts payable, general ledger, financial reporting, and grants), coordinating tasks to be completed, timelines, workload, back up coverage, problem solving, evaluating work products, etc. Coordinate with other financial services operations for student help.

A2. Oversee the processes for entries into the accounting system. Ensure that internal controls are operating as designed and are effective to protect the integrity of transactions being entered. Review all corrections before entry to the system.

A3. Run integrity checks of GL transactions and reports to ensure problems are identified as quickly as possible. Resolve any problems.

A4. Backup the daily processes for check productions and review checks before distribution for appropriateness of amounts, vendors, etc.

A5. Conduct end user training on the GL and nVision reporting functions and function as ongoing contact for GL issues and questions.

A6. Assist with implementation of new initiatives related to the GL, such as transition to Workday and upgrades, payroll interface, etc.

A7. Coordinate the fiscal year end closeout procedure including setting calendar, communications with UW System and campus, working with staff and other departments to meet system guidelines and deadlines. Perform necessary year-end closing entries.

A8. Develop and maintain written policies and procedures for departmental functions relating to general ledger.

A9. Communicate changes or updates to processes related to the general ledger to campus staff.

20% B. Oversee completion of financial reports and rate calculations

B1. Monitor the processing of daily SFS nVision reports, resolve any processing problems with campus and DOIT staff.

B2. Prepare campus GAAP reports as directed by UW System Administration annually for inclusion in the University of Wisconsin Annual Financial Report.

B3. Prepare sales tax reports monthly.

B4. Develop, run, and analyze financial management reports and resolve potential problems with campus administrative personnel. Develop special adhoc reports for management, campus personnel, UW System Administration or others, as requested.

B5. Oversee the maintenance of the Capital Inventory/Asset Management system for GAAP reporting, annual equipment inventory, and various reports requiring capital equipment tracking.

B6. Calculate various chargeback rates and user fees for university management.

B7. Administer the campus Trust fund accounts.

B8. Monitor debt service schedules for campus bond issues.

15% C. Federal program accounting

C1. Oversee the draw of funds for federal programs and processing of necessary ledger transactions to record entries.

C2. Oversee preparation of accounting and program reports for federal programs.

C3. Supervise staff performing grant management to ensure compliance with federal requirements. Ensure communication and support services are provided to principal investigators who perform the functional portion of the grants.

C4. Calculate administrative overhead for federal programs and make ledger entries to allocate to correct accounts.

10% D. Develop and maintain campus chart of accounts

D1. Review requests for and assign new accounts based on the campus organization structure.

D2. Develop, establish and maintain reporting structures, which serve as the basis for all financial management information.

D3. Maintain tables and trees in SFS used to store chartfield information. Perform monthly and year end tree maintenance and date changes for reporting purposes.

5% E. Aid the Controller

E1. Contribute to the development and distribution of Financial Services Bulletins and other informational and accounting policies and procedures.

E2. Identify processes that could be automated to provide efficient, accurate and cost-effective accounting for the University.

E3. Complete special projects as assigned by the Controller.


UW-Whitewater is a thriving public university located in southeastern Wisconsin. It leads the way in providing world-class, affordable higher education programs to more students than neighboring regional comprehensives in the University of Wisconsin System. A collaborative team of 1,300 faculty and staff are devoted to the success of the university's 11,000 students at its main and Rock County campuses. The team provides high-impact practices and academic programs - online and in person - from associate to doctoral levels. Recognized nationally for affordability, inclusion, and career development, UWW has approximately one-third first-generation students and boasts strength in many areas, especially business and education. The campus and community embrace the Warhawk Family spirit, supporting the university's arts and nationally recognized NCAA Division-III level championship athletics. As a proud institution of access, more than 10 percent of undergraduate students use the acclaimed Center for Students with Disabilities - a priority mission since the 1970s.

UW-Whitewater's campuses are located centrally near Milwaukee, Madison, and Chicago, offering easy access to the cultural and commercial opportunities of major metropolitan areas. Near both Lake Geneva and the Wisconsin Dells, the area attracts numerous visitors from across the country. Whitewater is a vibrant college community near the Kettle Moraine State Forest offering area residents seasonal outdoor enjoyment. The nearby Rock County campus is located in Janesville, a town of 60,000 located on the Rock River and known as Wisconsin's Park Place.
The University of Wisconsin-Whitewater is an Equal Opportunity and Affirmative Action Employer, and actively seeks and encourages applications from women, people of color, persons with disabilities, and veterans.


The University of Wisconsin-Whitewater is part of the 13-campus University of Wisconsin System ( ).

Wisconsin Statute 19.36(7)(b) provides that applicants may indicate in writing that their identity should be kept confidential. In response to a public records request, the University will not reveal the identities of applicants who request confidentiality in writing, except that the identity of the successful final candidate will be released. See Wisconsin Statute 19.36(7)(a).

Per Regent Policy Document 20-19, University of Wisconsin System Criminal Background Check Policy and UW System Administrative Policy 1275 Recruitment Policies, UW-Whitewater requires criminal background checks as a contingency to employment. A criminal background check will be conducted prior to an offer of employment. All final candidates must be asked, prior to hire, whether they have been found to have engaged in, are currently under investigation for, or left employment during an active investigation in which they were accused of sexual violence or sexual harassment. When obtaining employment reference checks, these same sexual violence or sexual harassment questions must also be asked.

The University of Wisconsin-Whitewater requires that all employees be active participants in following applicable safety rules and regulations including necessary training and drills.

For UW-Whitewater Campus safety information and crime statistics/annual Security Report, see . If you would like a paper copy of the report please contact the UW-Whitewater Police at 262-472-4660.


Well-qualified candidates can expect a starting annual salary within a range of $75,000 – $85,000.

UW System employees receive an excellent benefit package. To learn more about the UW System’s comprehensive benefit package, review the UW System Employee Benefits Brochure .


University of Wisconsin-Whitewater does not offer H-1B or other work authorization visa sponsorship for this position. Candidates must be legally authorized to work in the United States at the time of hire and maintain work authorization throughout the employment term. If you have questions regarding this, please contact Human Resources. UW-Whitewater is not an e-verify employer, therefore STEM extensions are not options for work authorization.


This position will remain open until filled. The most qualified applicants will be invited to participate in the next step of the selection process.

If you have questions regarding this recruitment or if you are unable to complete the application online due to a disability or system problem, please contact us at (262) 472-1072 or .

For questions regarding this position, please contact:

Scott Hilker




Only complete application packages will be considered. This includes online submission of the following documents:
  • Cover Letter
  • Resume
  • Name and contact information for three professional references
This Job ID is 20330.

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