Student Engagement Program Specialist - Student Organization Support - University Center

University of Wisconsin Colleges; Whitewater, Northern (WI, KY); Hybrid; USD 52,000 - 55,000; Full time

Job summary

University of Wisconsin Colleges' Whitewater campus seeks a Student Engagement Program Specialist to support student organizations financially and administratively. You will coordinate contracts, manage payments through Workday, and advise on budgeting and travel procedures.

Responsibilities include supervising two interns, monitoring budgets for 60+ segregated fee-funded groups, and partnering with campus services to ensure compliance and effective use of engagement tools.

Qualifications

• Bachelor's degree in Accounting, Finance, Business Administration, higher Education, Student Affairs, Education, Leadership Studies, Public Administration, or related field.
• Demonstrated professional OR relevant experience in financial administration, business operations, student affairs, higher education, or a related field.
• Experience managing budgets, financial processes, purchasing, travel, or fiscal compliance.
• Experience advising, training, mentoring, or supervising students or staff.

Responsibilities

• Coordinate and process contracts with external entertainers, speakers, vendors, and agencies, including vendor setup, contract routing, and payment processing through Workday.
• Serve as the primary departmental liaison to Financial Services, representing Student engagement at Campus Business Representative (CBR) meetings and resolving fiscal and operations issues.
• Serve as backup payroll administrator for approximately 130 student employees, including payroll approvals and processing.
• Process expense reimbursements, purchasing transactions, journal entries, and expense reallocations while maintaining accurate financial records.
• Provide financial guidance and administrative support to Student Engagement staff regarding university purchasing, travel, and fiscal procedures.

Skills

Financial administration

Budgeting

Staff supervision

Communication

Organization

Training

Data reporting

Education

Bachelor's degree (Accounting, Finance, Business, Higher Education, Student Affairs, Education, Leadership Studies, Public Administration)

Tools

Workday

University purchasing guidelines

Job description

Position Title

Student Engagement Program Specialist - Student Organization Support - University Center

Job Category

Academic Staff

Employment Type

Regular

Job Profile

Student Affairs Program Specialist

Job Duties

• Coordinate and process contracts with external entertainers, speakers, vendors, and agencies, including vendor setup, contract routing, and payment processing through Workday.
• Serve as the primary departmental liaison to Financial Services, representing Student engagement at Campus Business Representative (CBR) meetings and resolving fiscal and operations issues.
• Serve as backup payroll administrator for approximately 130 student employees, including payroll approvals and processing.
• Process expense reimbursements, purchasing transactions, journal entries, and expense reallocations while maintaining accurate financial records.
• Provide financial guidance and administrative support to Student Engagement staff regarding university purchasing, travel, and fiscal procedures.
• Assistant with departmental initiatives, special projects, and programming support as needed.
• Serve as backup to the Student Engagement Financial Specialist.
• Provide fiscal oversight and administrative support for more than 60 segregated fee-funded student organizations.
• Coordinate purchases, travel arrangements, reimbursements, procurement card transactions, and payments in accordance with universities of Wisconsin travel policy and university purchasing guidelines.
• Serve as an alternate requestor within Workday for student organization travel and purchasing transactions.
• Monitor organization budgets, reconcile accounts, maintain financial records, and ensure compliance with university, universities of Wisconsin, and SUFAC policies.
• Manage financial operations for Greek councils and Student-Faculty Accounts, including deposits, expenditures, reconciliations, and reporting.
• Advise student officers on budgeting, financial planning, purchasing procedures, travel and responsible stewardship of segregated fees.
• Maintain accurate records of expenditures and provide financial reports for allocable student organizations.
• Assist Whitewater Student Government and its advisors with financial and logistical processes related to segregated fees.
• Assist with training and provide support regarding Connect2 and other student engagement technologies, through event management, organization officers, advisors, and student leaders in the effective use of campus engagement tools.
• Serve as one of two advisors to the Segregated University Fee Allocation Committee (SUFAC) in partnership with the budget office.
• Advise student committee members throughout the annual allocation process, including recruitment, orientation, hearings, deliberations, recommendations, and policy interpretation.
• Develop and facilitate training for student organizations regarding funding eligibility, budgeting, fiscal responsibility, and allocation procedures.
• Prepare financial analyses, allocation reports, and supporting documentation for committee decision making.
• Assist with the review and continuous improvement of SUFAC policies, procedures, and educations resources.
• Collaborate with the Office of general Counsel, Financial Services, and UW-Whitewater at Rock County to ensure consistent application of university and Universities of Wisconsin policies.
• Supervise two Budget Interns, providing training, coaching, and professional development opportunities.
• Serve as a Connect2 trainer for student employees and staff, promoting effective use of student engagement technology.
• Support the development of student leaders by fostering financial literacy, accountability, ethical decision-making, and organizational effectiveness.
• Serve on departmental and university committees and participate in divisional initiatives as assigned.
• Supervision is provided by the Student Engagement Program Manager for Student Organizations.
• Direct Supervision of two Budget Interns.
• Indirect supervision and functional oversight of Involvement Office student employees in fiscal and operations processes.

Key Job Responsibilities

• Writes, edits, and publishes content for various communication projects and marketing platforms to align with strategic initiatives and established communication campaigns.
• Organizes student-focused programming and resources to promote new and ongoing educational initiatives.
• Serves as a subject matter expert regarding student affairs to internal and external stakeholders.
• Generates and analyzes reports of curricular and unit outcomes.
• Creates and maintains schedules, logistics, and resources for one or multiple student affairs programs, activities, and/or services.

Compensation

Well-qualified candidates can expect a starting annual salary within the range of $52,000 - $55,000.

Benefits

• UW System employees receive an excellent benefit package.

Required Qualifications

• Bachelors degree in Accounting, Finance, Business Administration, higher Education, Student Affairs, Education, Leadership Studies, Public Administration, or related field.
• Demonstrated professional OR relevant experience in financial administration, business operations, student affairs, higher education, or a related field.
• Experience managing budgets, financial processes, purchasing, travel, or fiscal compliance.
• Experience advising, training, mentoring, or supervising students or staff.
• Demonstrated organizational, communication, and customer service skills.
• Ability to work occasional evenings and weekends.

Preferred Qualifications

• Master's degree in Higher Education, Student Affairs, Business Administration, Public Administration, Accounting, or a related field.
• Experience working with student organizations or segregated fee-funded programs.
• Experience using workday or similar enterprise financial systems.
• Experience interpreting and applying financial, purchasing, or travel policies.
• Experience facilitating trainings or educational workshops.
• Experience supervising student employees.
• Knowledge of assessment practices and continuous process improvement.

Knowledge, Skills, and Abilities

• A strong commitment to excellence in public service and the ability to work effectively in a collaborative and culturally diverse environment.
• Willingness and ability to be an active participant in following applicable safety rules and regulations including necessary training and drills.

Employment Conditions

• 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.
• UW-Whitewater is not an e-verify employer, therefore STEM extensions are not options for work authorization.

Equal Opportunity Employer

UW IS AN EQUAL OPPORTUNITY EMPLOYER: Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, pregnancy, disability, status as a protected veteran, or any other bases protected by applicable federal or State law and UW System policies.

We are committed to building a workforce that represents a variety of backgrounds, perspectives, and skills, and encourage all qualified individuals to apply.

Background Checks and Safety

Per Regent Policy Document 20-19, University of Wisconsin System Criminal Background Check Policy and Universities of Wisconsin 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 Annual Security and Fire Safety Report if you would like a paper copy of the report please contact the UW-Whitewater Police at 262-472-4660.

Campus Information

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 11,500 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 serves 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.

Organization Information

The University of Wisconsin-Whitewater is part of the 13‑campus Universities of Wisconsin (https://www.wisconsin.edu). 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 Universities of Wisconsin Administrative Policy 1275 Recruitment Policies, UW-Whitewater requires criminal background checks as a contingency to employment.