ASM Financial Specialist

University of Wisconsin; Madison (WI); On-site; USD 56,000 - 59,000; Full time

Benefits offered by this job

Generous paid time off

Health/dental/vision insurance

Wisconsin Retirement System

Job summary

The ASM Financial Specialist at University of Wisconsin–Madison supports Student Affairs operations by guiding student groups through funding processes, tracking expenses, and preparing reports. You will work with ASM leaders and RSOs to access segregated fees and ensure compliance.

The role emphasizes financial guidance, onboarding of student staff, and collaboration with campus partners to optimize funding usage.

Qualifications

• 1 year of working experience in financial/accounting roles or relevant student experience.
• Proficiency with Microsoft Office Suite and data entry.
• Ability to communicate clearly with staff and students.
• Strong organizational skills with track record of managing tasks in dynamic environments.

Responsibilities

• Monitor financial transactions and fund balances; generate and reconcile complex reports.
• Review and approve transactions; assign funding codes per policies.
• Reallocate expenses to correct funding strings.
• Draft communications and maintain records for administrative support.
• Answer complex fiscal questions with information from set materials and standards.
• Hire student employees in payroll; coordinate onboarding.
• Review internal controls and suggest policy improvements.
• Serve as liaison providing financial updates to leadership.

Skills

Financial reporting

MS Office

Data entry

Communication

Organization

Education

Associate or Bachelor's in accounting or related field

Tools

Workday

ShopUW+

e-reimbursement

Payroll systems

Job description

Current Employees: If you are currently employed at any of the Universities of Wisconsin, log in to Workday to apply through the internal application process.

Job Category:

Academic Staff

Employment Type:

Regular

Job Profile:

Financial Specialist III

Job Summary:

As part of the Student Affairs Business Office, the ASM Financial Specialist will work directly with students and staff to support the operations of the Associated Students of Madison (ASM), the University of Wisconsin-Madison student government. This position will work directly with ASM student leaders and students from Registered Student Organizations (RSOs) that seek to access student segregated fees, helping students to navigate a complex environment in a prompt and friendly manner.

The ASM Financial Specialist will track expenses and funding for student groups, while providing hands-on guidance that aligns with university and ASM policies. This position will develop financial reports, reconcile expenses, and work with various campus partners for the benefit of student organizations. Tasks include helping students navigate payments, reimbursements, and purchases through several university finance and HR systems. Occasional evening meetings with students may be needed. While the position is financed-focused, it requires an individual with a passion for working with, advising, and offering support to our students.

Key Job Responsibilities:

• Monitors financial transactions and fund balances and generates and reconciles complex reports and statements in accordance with established rules and regulations
• Reviews and approves complex transactions and assigns funding codes in accordance with established rules, regulations, and policies
• Reallocates expenses to appropriate funding strings
• Drafts communications and reports and maintains organization of varied records to provide administrative support within a specified work unit
• Answers complex fiscal questions and provides information based on set materials and standards to various audiences
• Responsible for hiring student employees in the payroll system for ASM and coordinating their onboarding activities
• Reviews transaction processing internal controls and recommends policies and procedures
• Serve as a unit liaison to leadership providing financial advice, recommendations, and financial status updates
• May train staff on financial processes and best practices

Department:

Vice Chancellor for Student Affairs (VSCA), Student Affairs Budget and Finance

The Division of Student Affairs is a community of approximately 850 professionals dedicated to helping University of Wisconsin-Madison students succeed in and out of the classroom. Through programs and services focused on health and well-being, success and belonging, leadership and community engagement, and student advocacy, we foster a welcoming, inclusive, and supportive campus environment where all students can learn, grow, and flourish. Working collaboratively with partners across the university, Student Affairs plays a vital role in enhancing the student experience and advancing UW-Madison's mission.

Compensation:

The minimum starting salary for this Academic Staff position is $56,000. Actual salary will depend on experience and qualifications.

While the typical salary for this position is between $56,000 and $59,000, depending on qualifications and experience, we anticipate filling the role at the lower end of this range. Only candidates with extensive relevant experience will be placed at the higher end of this range.

• generous paid time off
• competitively priced health/dental/vision/life insurance
• tax-advantaged savings accounts
• participation in the nationally recognized Wisconsin Retirement System (WRS) pension fund

For a summary of benefits, please see: https://www.wisconsin.edu/ohrwd/benefits/download/fasl.pdf

University sponsorship is not available for this position, which includes transfers of sponsorship and TN visas. The selected applicant will be responsible for ensuring their continuous eligibility to work in the United States (i.e. a citizen or national of the United States, a lawful permanent resident, a foreign national authorized to work in the United States without the need of an employer sponsorship) on or before the effective date of appointment. UW-Madison is not an E-Verify employer, and therefore, is not eligible to employ F1 STEM OPT Extension participants.

Required Qualifications:

• 1 year of working experience in general financial/accounting, administration, operations, and/or customer service roles or relevant student experience.
• Proficiency with Computer software/applications, Microsoft Office Suite, and data entry techniques
• Ability to communicate with staff and students of various backgrounds with clarity and precision, both written and verbal
• Strong organizational skills with a proven track record of prioritizing tasks and managing projects seamlessly in dynamic, fast-moving environments.

Preferred Qualifications:

• Knowledge of university, state, federal and/or non-federal rules and regulations
• Familiarity with UW-Madison systems such as Workday, ShopUW+, and e-reimbursement
• Experience with payroll systems (Workday preferred)
• Experience interpreting and analyzing financial policy and procedure

Education:

An associate degree or a bachelor's degree in accounting or a related financial/business field is preferred

Contact Information:

Angel Cartagena, HR Business Partner, [e-mail], 608-890-2570

Relay Access (WTRS): 7-1-1. See RELAY_SERVICE for further information.

Institutional Statement on Diversity:

Diversity is a source of strength, creativity, and innovation for UW-Madison. We value the contributions of each person and respect the profound ways their identity, culture, background, experience, status, abilities, and opinion enrich the university community. We commit ourselves to the pursuit of excellence in teaching, research, outreach, and diversity as inextricably linked goals. The University of Wisconsin-Madison fulfills its public mission by creating a welcoming and inclusive community for people from every background - people who as students, faculty, and staff serve Wisconsin and the world.

The University of Wisconsin-Madison is an Equal OpportunityEmployer.

Qualified applicants will receive consideration for employment without regard to, including but not limited to, race, color, religion, sex, sexual orientation, national origin, age, pregnancy, disability, or status as a protected veteran and other bases as defined by federal regulations and UW System policies. We promote excellence by acknowledging skills and expertise from all backgroundsand encourage all qualified individuals to apply. For more information regarding applicant and employee rights and to view federal and state required postings, visit the Human Resources Workplace Poster website.

To request a disability or pregnancy-related accommodation for any step in the hiring process (e.g., application, interview, pre-employment testing, etc.), please contact the Divisional Disability Representative (DDR) in the division you are applying to. Please make your request as soon as possible to help the university respond most effectively to you.

Employment may require a criminal background check. It may also require your references to answer questions regarding misconduct, including sexual violence and sexual harassment.

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.