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Data and Program Operations Specialist (Updated 1st Review)

Job Details



Posting Details

Position Information

Recruitment Number

1515

Number of Vacancies

1

Working Title

Data and Program Operations Specialist (Updated 1st Review)

Classification Title

Administrative Specialist

Proposed Salary to be Offered

$19.72 / hour based on experience

Appointment Percentage (Budget)

100%

Position Summary

This position supports the day-to-day management of operations and activities for the Small Business Development Center ( SBDC ), a unit-specific program of the College of Business Administration with clients and program participants primarily in a seven-county service area. It also supports the Center for Entrepreneurship and Innovation and other campus and college outreach activities. The SBDC provides small business owners counseling and education services with federal, state, and other funding support. The SBDC also represents the campus in regional economic development activities.

This position is responsible for professional programmatic work, including support for financial and grant management, data analysis and reporting, interactions with local businesses and stakeholders, day-to-day management of the departmental budget, and general office and administrative support for the SBDC . The position is a 40%-45% appointment.* The position requires the exercise of independent judgment and critical thinking necessary to ensure long term strategic management and oversight of day-to-day operations including grant compliance, data management, financial activities, budget monitoring, event and training planning and implementation, and information technology coordination. The position is a position of trust. Presently, it is not a position of trust with access to vulnerable populations.
The individual in this position:
  • Exercises significant degree of independence to manage extensive information system for SBDC client consulting and training services, and participates in statewide WSBDC planning and implementation of data systems;
  • Tracks programmatic trends to meet compliance requirements and develops quarterly reports and annual surveys as part of tracking SBDC outcomes;
  • Manages workflow, budget and reporting functions, and data analysis of the federal grant program, training and college related support, freeing the director of the program from many administrative responsibilities, including record management, SBDC general office communications and activities, interface with clients and program participants, event outreach and travel planning activities, and scheduling/paying ad hoc counselors and instructors;
  • Participates in the strategic planning for growth and the implementation of changes;
  • Tracks new policies from funding sources as they relate to the office, ensuring compliance and efficiencies;
  • Maintains positive working relationships with other departments and offices; and
  • Participates in continuing professional development and training.

* This position is contingent on program needs and funding. Actual appointment could be adjusted to reflect program needs and funding.
The person holding this position must be able to work accurately and independently with limited direction of the SBDC Director and be able to consistently and competently exercise good judgment and decision-making skills. This requires skills to manage activities documented in a complex, statewide information system, and diligence to ensure compliance with funding sources requirements and requests.

Position Type

Staff/Administrative

Pay Basis

Hourly

FLSA

Non-Exempt

Contingent Upon Funding

Yes

Is this position eligible for employment sponsorship, (H1B or PERM)?

No

Required Qualifications
  • Bachelor’s degree (or equivalent*).
  • Experience working with financial data or budgets to assist in budget management activities, such as account reconciliation, accounts receivable and payable;
  • General business knowledge and financial and bookkeeping skills sufficient to prepare required reports, perform administrative tasks and support office operations, coordinate purchases, monitor budget expenditures, calculate account transfers and balances, track payments, accurately complete invoices and reports, and prepare for and attend a variety of audits annually;
  • Ability to pay attention to details in connection with financial and data management, including reconciliation of data;
  • Familiarity with online data and resources to support program activities;
  • Familiarity with working with diverse clients in a business setting;
  • Ability to successfully access internet, interact with clients and others electronically, identify and use online resources/databases;
  • Familiarity with management information system data entry, system queries, and report creation and writing;
  • Ability to gain and apply knowledge as well as analyze, make recommendations and/or act to process detailed information to meet compliance requirements relating to the Small Business Development Center, its funding sources, and campus policies and procedures;
  • Ability to understand, implement, promote and conduct training and other event activities, including technology supported outreach tools, event logistics, and reconciliation of data and costs relating to such events;
  • Ability to analyze data and other information to manage activities, make recommendations and perform essential job duties;
  • Manage multiple tasks in a confidential, proactive, and professional manner;
  • Able to adapt to ever changing priorities, regulations, policies, and definitions;
  • Ability to think and work independently and as part of a team; and
  • Excellent written and oral communication skills.

*Equivalent means that candidates with a combination of education and sufficient related experience may be considered to meet the minimum requirements for this position. To be equivalent, the education should be equivalent to the minimum of an Associate Degree (2 years of post-secondary education) with suitable related experience being 3 years related experience for each year substituted for education up to 2 years).

Preferred Qualifications
  • Bachelor’s degree in a related field (such as business, communications, etc.);
  • Three years work experience in a business-related setting;
  • Knowledge and proficiencies in applicable technologies and appropriate campus databases, WSBDC data systems, client relationship management system(s), registration and client support tools, student information system, student payroll system. Examples include Microsoft, CenterIC, Zoho CRM, ShopUW+, WISER (or other such systems to demonstrate ability to perform essential job duties and to adapt to other systems as may be implemented from time to time), etc.;
  • Experience working with business-related software and tools, e.g. technology relating to client management, marketing, Excel, tracking counseling and program participation, etc.;
  • Experience and knowledge of management information system data entry, system queries, and report writing;
  • Experience with adult education in business setting;
  • Experience in business outreach, program planning, event logistics, and implementation of adult education;
  • Experience preparing and/or managing budgets, financial matters/grants; and
  • Experience working with grant compliance and administration.
Physical Demands

Some standing, lifting/moving (e.g., signage, furniture, etc.) and ability to operate equipment (e.g., computers, AV equipment, online and video communications such as zoom, teams, etc.) in connection with program activities (e.g., consulting, events, and training programs) is required.
Reasonable Accommodations
UWL provides reasonable accommodations to qualified individuals with disabilities who are employees or applicants for employment. Employment opportunities will not be denied because of the need to make reasonable accommodations for a qualified individual with a disability. If you need assistance or accommodation in applying because of a disability, please contact hrinfo@uwlax.edu or 608.785.8013. This job announcement and other material on this site will be made available in alternate formats upon request to an individual with a disability.

All position descriptions are required to provide physical demands and working condition/environment and may not be published in the job announcement. For information on the physical demands and/or working conditions/environment for this position, please contact Human Resources at hrinfo@uwlax.edu or 608.785.8013.

Working conditions and environment

Ability to work evenings, early mornings and/or weekends on occasion and travel on occasion in the region/state to attend programs/activities may be required. For this position, such travel and work is expected to be minimal.

Miscellaneous Information

Information about your benefits Your benefits add an additional 40%+ to the overall financial package from the university.

Employment and terms of appointment are contingent on program needs and funding.

Highlights include:
  • 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.
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. Information about UWL and the Surrounding Region The University of Wisconsin-La Crosse (UW–La Crosse) provides a challenging, dynamic, and diverse learning environment in which the entire university community is fully engaged in supporting student success. Grounded in the liberal arts, UW-La Crosse fosters curiosity and life-long learning through collaboration, innovation, and the discovery and dissemination of new knowledge. Acknowledging and respecting the contributions of all, UW-La Crosse is a regional academic and cultural center that prepares students to take their place in a constantly changing world community. For more than a decade UW-La Crosse has been named one of Kiplinger’s 100 Best Values in Public Universities and has appeared prominently on theU.S. News & World Reportlist of “America’s Best Colleges” for more than 15 years, and is ranked #4 on its list of the Best Regional Public Universities in the Midwest.

With a student population of roughly 10,500, the university offers 91 undergraduate programs, 21 graduate programs, and 2 doctoral programs through the following three colleges, the College of Arts, Social Sciences, and Humanities, the College of Business Administration, and the College of Science and Health, as well as the School of Education. There are over 600 full-time faculty and instructional academic staff, 75 percent of whom hold terminal degrees. UW-La Crosse boasts a retention rate (freshmen returning as sophomores) of 84 percent, graduation rate (degree within six years) of 70 percent, and is among only 12 institutions cited nationally by the American Association of State Colleges and Universities for its success in linking campus culture and university leadership to outstanding graduation rates.

UW-La Crosse’s strategic plan Sustaining Excellence continues to move our community forward through its four pillars: increasing community engagement, achieving excellence through equity and diversity, investing in our people, and advancing transformational education. More information about the ongoing work of Sustaining Excellence is available at www.uwlax.edu/info/strategic-plan . The UW-La Crosse campus is in southwestern Wisconsin, nestled in a residential area of the City of La Crosse and positioned as part of a larger metro area with a population close to 140,000. The area, known as the 7 Rivers Region, is famous for its exceptional natural beauty which includes the Mississippi River on one side, majestic bluffs on the other, and views of rolling farmland and forested valleys in between. Abundant water, woodlands and varying terrain provide ample opportunities for year-round outdoor recreation. Only a couple of hours from Minneapolis or Madison, La Crosse enjoys the affordability and charm of small town living with larger city benefits. Three colleges, two world-class medical institutions, the La Crosse Symphony Orchestra, a restored nineteenth century downtown business district, and a number of galleries and art centers have made La Crosse a regional center for culture, entertainment, medical care, shopping, sports and recreation. More information about the La Crosse metro area can be found here: Choose La Crosse .

Learn more about UW-La Crosse here: https://www.uwlax.edu/human-resources/services/talent-acquisition-and-employment/finalist-welcome/ AA/EO Statement

The University of Wisconsin-La Crosse is an equal opportunity and affirmative action employer committed to assembling a diverse, broadly trained faculty and staff. We strongly encourage women, minorities, people with disabilities and veterans to apply. UWL, in compliance with applicable laws and in furtherance of its commitment to fostering an environment that welcomes and embraces diversity, does not discriminate on the basis of race, color, national origin, religion, sex, sexual orientation, gender identity/expression, disability, or protected veteran status.

DEI Statement
UW-La Crosse’s diversity and inclusion efforts are guided by our adherence to Inclusive Excellence. We define Inclusive Excellence as “… our active, intentional and ongoing commitment to bridge differences with understanding and respect so all can thrive." The goals of Inclusive Excellence are to increase the retention of diverse faculty, staff and students while encouraging a campus climate that is inviting and welcoming to all. UW-La Crosse strives to promote acceptance of all facets of diversity from racial/ethnic diversity to diversity of thought and experience. UW-La Crosse ranks 6th nationally among the Top LGBTQ -Friendly Colleges for 2018-19 by AffordableCollegesOnline.org ( ACO ).

Annual Security and Fire Safety Report (Clery Act)
For the UWL Annual Security and Fire Safety Reports (i.e., Clery Report), which includes statistics about reported crimes and information about campus security policies, see https://www.uwlax.edu/police/annual-security-report/ or contact the University Police Department at 608.785.9000.

Redbook Position

Yes

Division/College

College of Business Administration

Description of College / Department / Program / Division / Unit

The College of Business Administration is one of four colleges at the University of Wisconsin-La Crosse. The CBA consists of six academic departments and one non-academic department which is the Small Business Development Center.

Six of the college’s seven academic programs are housed in an academic department (Accountancy, Economics, Finance, Information Systems, Management, and Marketing) except for the International Business program which is managed by the CBA International Business Advisory Committee ( IBAC ). There are eight majors and seven minors in the undergraduate curriculum. The college also participates in the University of Wisconsin online consortium Master of Business Administration ( MBA ).

The CBA has an outstanding reputation for the high quality of its faculty, programs, staff, and most importantly its students.

The CBA is fully accredited by AACSB International (Association to Advance Collegiate Schools of Business) – the premier national and international accreditation authority. The college maintains active collaborations within the region and community and with numerous educational institutions in Europe, Asia, and elsewhere.

The College of Business Administration maintains an active Assurance of Learning Program to ensure both the undergraduate and graduate programs are assessed and evaluated on a regular basis to foster successful student learning. The planning and assessment efforts are guided by a task force of knowledgeable and enthusiastic faculty and instructional academic staff. Assurance of Learning supports the AACSB accreditation principles of accountability and continuous improvement.

Duties/Responsibilities

These are the job duties required for the position.

Responsibility Statement

Manage extensive client electronic information system in compliance with federal grant requirements.

Duties to Support Responsibility
  • Use expertise on information management system to input and oversee accurate online reporting of all case details to ensure accuracy, timeliness and completion of records and reports; meet Wisconsin Small Business Development Center ( WSBDC ) report deadlines.
  • Develop and maintain confidential client files as determined by federal grant requirements and local SBDC need.
  • Assist in the implementation and execution of technology and data management policies and procedures to meet grant requirements; support SBDC and state network with data collection, confirmation, compilation, organization, and development of reports to ensure compliance with requirements and communication of data to internal and external stakeholders, including analysis of Center IC (or other) data to identify trends and progress to meet metric and grant requirements.
  • Generate and analyze reports to determine if directed outcomes are met; alert staff of perceived shortfalls to ensure full compliance by end of year. Make recommendations and/or draw conclusions to assist in data management and program compliance.
  • Support SBDC to ensure data integrity in connection with data collection system (currently Center IC); identify, troubleshoot, and resolve matters relating to reporting system.
  • Assist individual and group user trainings relating to client intake and activities, use of data reporting system for consulting and event/training details, and other support as may be needed to create efficiencies in documenting user activities and related matters.
  • Assist in the development, modification and maintenance of SBDC forms, and recommend revisions. Develop and implement procedures for the preparation and handling of confidential client files, mailings, mailing lists and other tasks. Maintain hard copy and/or online client files to meet requirements. Assign and support student assistants regarding same.
  • Maintain file of counselor and instructor credentials. Ensure that appropriate confidentiality/conflict of interest statements are obtained from counselors, instructors, students, staff, and others as determined from time to time.
  • Prepare for and participate in state and federal audits, and national ASBDC accreditation visits.
  • Maintain records and prepare required reports on program activities and financial expenditures for submission to the WSBDC ; compile and document activities to meet performance goals.
  • Client and program participant intake and documentation: assist counselors, instructors, and staff to obtain client assessment of need and eligibility for services; coordinate (when needed) appointments and other arrangements; engage with verbal and written communications; document activities. Follow up with Center and WSBDC surveys and information requests.
  • Correspond with counselors and instructors regarding case and program management details, relay new policies and directives; serve as liaison between director and counselors/instructors as needed.
  • Support educational training and documentation of participants, including outreach as to such program activities.
  • Assist with clients, program participants, and stakeholders and community outreach; manage SBDC client relationship management ( CRM ) tools and use of SBDC communications such as e-newsletter, website, and social media. Train others regarding use of same and track data to identify SBDC interactions with clients, community, program participants, and stakeholders. Select, update and have appropriate client resource documents placed on UWL SBDC website.
Responsibility Statement

Manage financial accounts and purchasing

Duties to Support Responsibility
  • Independently monitor SBDC grant accounts; control bookkeeping function; track and process encumbrances. Coordinate SBDC purchases of supplies and equipment; assist in development of scope of work for projects; collect bids on larger purchases. Ensure that all expenses are appropriate and documented to sustain a federal or state financial audit at any time.
  • Calculate and initiate payment to faculty, instructors, and ad hoc counselors for their services to clients and program participants. Track encumbered expenses and outstanding balances for all instructors and counselors.
  • Interact with grant accountant to provide information, review, and revise (as needed) draft invoices and other reports to confirm details are accurate and reflect allowable, allocable expenses relating to specific grant and program activities. Identify, document and process transfers to accurately reflect grant and program activities.
  • Assist with developing and processing budget justifications, inter-institutional contracts, grants, program revenues, and other funding for SBDC .
  • Coordinate set up and annual closing of grant accounts including managing encumbrances, final invoices, and campus notification of account number changes; initiate and follow up to confirm transfer of appropriate expenses to close out accounts.
Responsibility Statement

Office Management

Duties to Support Responsibility
  • Be responsible for general office activities during normal business hours during work periods as scheduled (office hours are typically 8 a.m. to 4:30 p.m. Monday to Friday) or as otherwise arranged and agreed by the SBDC director;
  • Support SBDC operations, compliance with campus and university policies, administrative support for time and effort reporting, travel arrangements, UWShop+, procurement card processing, etc.
  • Update and maintain office operations manual and office record retention using existing file systems and transition to other systems;
  • Support the hiring process for new personnel as needed: manage the required procedure for recruitment; maintain the required records in file. Assist in training all new personnel as needed. Support student employees – Recruit, assist in selection, and conduct formal orientation sessions for new students.^ Update materials and train students in general office functions. Collect and process all hiring paperwork (including confidentiality/conflict of interest statements) and manage student schedules and assignments (as assigned). Train students on data entry for SBDC’s management information system. Use systematic monitoring to determine accuracy and compliance. Monitor students’ time clock entries and manage student payroll on current software.
  • Support various WSBDC administrative center information requests, local arrangements for statewide meetings, provide user feedback for Intranet changes and management information software challenges.
  • Originate correspondence to local agencies, UWL departments and state offices as needed. Respond to public inquiries using various sources for information.
  • Market and promote outreach programs by various means. Participate in campus committee meetings to support role of SBDC office and to meet professional development goals. Ensure the office remains current in office management by attending UWL computer software application and other campus training classes; attend WSBDC workshops (as appropriate).
  • Prepare presentation materials utilizing technologies as appropriate.
  • Manage educational materials for use by clients, program participants, instructors, and counselors. Support Center library/resources collection: organize, design and prepare information materials as needed. Assist in maintaining SBDC materials in SBDC folders (campus online and paper folders, files, Teams, etc.). Help to maintain library of business management resources. Support Center access to resource repositories like Confluence.
  • Recommend, update, and/or place client resource documents on UWL SBDC website.
  • Order, process, and track supplies and equipment.
Responsibility Statement

Other Support

Duties to Support Responsibility
  • Support special projects, clients, stakeholders, campus, community and economic outreach and other activities as directed. Support other programs and initiatives, grants and funding support.
Posting Detail Information

Posting Detail Information

Posting Date

05/31/2024

Continuous Recruitment

Yes

Continuous Recruitment First Review Date

07/08/2024

Close Date

Special Instructions

Position Contact Name

Anne Hlavacka, SBDC Director

Position Contact Email

ahlavacka@uwlax.edu
Supplemental 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 identity of the successful candidate will be released. See Wis. Stat. §. 19.36(7).
    • I prefer my identity remain confidential and have read and understand that if I am the successful candidate for this position, my name may be released.
    • I do not request that my identity remain confidential.
  2. * 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
    • LinkedIn
    • Indeed
    • WinonaDailyNews.com, LaCrosseTribune.com, ChippewaHerald.com, Journaltimes.com, Kenoshanews.com, Madison.com
    • Department of Workforce Development (WISC)
    • Other
  3. * 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.
  4. * 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)

  5. * 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
  6. * 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
  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
  10. * Are you legally eligible to work in the United States?
    • Yes
    • No
Required Documents
Required Documents
  1. Resume/Curriculum Vitae
  2. Cover Letter/Letter of Application
  3. Reference Contact Information
Optional Documents

Company

The University of Wisconsin-La Crosse (UW–La Crosse) provides a challenging, dynamic, and diverse learning environment in which the entire university community is fully engaged in supporting student success. Grounded in the liberal arts, UW-La Crosse fosters curiosity and life-long learning through collaboration, innovation, and the discovery and dissemination of new knowledge. Acknowledging and respecting the contributions of all, UW-La Crosse is a regional academic and cultural center that prepares students to take their place in a constantly changing world community.

Company info
Website

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