Data and Program Operation Specialist

Position Title Data and Program Operation Specialist Job Category Academic Staff Employment Type Terminal (Fixed Term) Job Profile Administrative Specialist Job Duties 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 support of management of the departmental budget, and general office and administrative support for the SBDC. The position is a 45-65% appointment (may be negotiable, initial percent determined at time of appointment). The position may be able to perform some work on a remote basis as may be agreed, consistent with program needs and remote work requirements. Key Job Responsibilities Office Management. Be responsible for general office activities (during scheduled office hours as arranged and agreed by the SBDC director). SBDC hours are usually 8 a.m. to 4:30 p.m. Monday to Friday. Support SBDC operations, comply with campus and university policies; support Workday, CRM, Zoho, Backstage, other registration systems, and Teams documentation systems and related activities, administrative support for time and effort reporting, travel arrangements, UWShop+ and other purchasing systems, invoice processing, expense reports, procurement card payments, etc. Update and maintain office operations manual and office record retention using existing and new file systems and transition to other systems. Support the hiring process for new personnel: manage the required procedure for recruitment; maintain the required records in file. Assist in training new personnel as to office operations and procedures as needed. Support the hiring and activities of student employees and other staff - assist in recruitment, selection and hiring process, and coordinate and conduct formal orientation sessions for new students. Update materials and train students and staff in general office functions and use of SBDC information management systems. Assist with management of student schedules and assignments, students’ time entries, student payroll, etc. Support various WSBDC administrative center information requests, local arrangements for statewide and other meetings. Assist with correspondence to local agencies, UWL departments and state offices (as needed). Assist in responding to public inquiries using various sources of information. Market and promote outreach programs by various means. Participate in campus meetings and complete trainings to meet requirements and professional development goals. Support Director with office management, events, and administrative activities as needed. Manage educational materials and SBDC materials for use by clients, program participants, instructors, staff and counselors. Support Center access to resource repositories like Confluence and Zoho Learn. Recommend, update, and/or place client and resource documents on UWL SBDC website. Support special projects, clients, stakeholders, campus, community and economic outreach and other activities as directed. Support programs and initiatives, grants and funding support. Other duties as assigned by supervisor. Support Grant Operations Management, Direct Program Support, and Financial and Budget Management. Manage extensive client electronic information system in compliance with federal and other grant requirements. Oversee and manage 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. Assist in development and implementation of procedures for the preparation and handling of confidential client files, mailings, mailing lists and other tasks. Maintain hard copies and/or online client files to meet requirements. Assign and support student assistants regarding same. 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 and report generation to ensure compliance with requirements and communication of data to internal and external stakeholders, including analysis of Center data to identify trends and progress to meet metric and grant requirements. Assist SBDC with data management, data integrity, and actions needed to meet program requirements. 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. Maintain file of counselor and instructor credentials. Assist in preparation and processing of contracts for ad hoc consultants, instructors, and program support. Ensure that appropriate confidentiality/conflict of interest statements are obtained from counselors, instructors, students, staff, volunteers, and others as determined from time to time. Correspond with counselors and instructors regarding case and program management details, relay new policies and directives; serve as liaison between director, other staff, and counselors/instructors as needed. Prepare for and participate in state and federal audits, center review visits, and ASBDC accreditation visits. Assist counselors, instructors, and staff to obtain client assessment of need and eligibility for services; assist with client intake, coordinate (when needed) appointments and other arrangements with clients and program participants; engage in verbal and written communications; document activities. Follow up with Center and WSBDC surveys and information requests. Support educational training and documentation of participants, including outreach as to such program activities. Assist with outreach; registrations, management of 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. Assist to update documents placed on UWL SBDC website. Manage financial accounts and purchasing. Independently monitor SBDC grant and other 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. Reconcile and ensure that all expenses are appropriate and documented to sustain a federal or state financial audit at any time. Order, process, and track supplies and equipment. Calculate, document approvals, 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; ensure data entered relating to such activities. Interact with grant accountant to provide information, review, and revise (as needed) draft and final 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/subawards, grants, program revenues, and other funding for SBDC. Coordinate set up and annual closing of grant accounts including managing encumbrances, quarterly and final invoices, and campus notification of account number changes; initiate and follow up to confirm transfer of appropriate expenses to close out accounts. Department and Compensation Department: Small Business Development Center Compensation: $27,600 / year Required Qualifications Associate’s degree (equivalent in education and related experience may be considered to meet this requirement). Experience working with business and financial data and budgets sufficient to assist with contracts, invoices, and budget management activities, e.g., grant administration, account and data reconciliation, accounts receivable and payable. Ability to pay attention to details, access online data and resources, and demonstrate familiarity with management information systems to be able to enter data, perform system queries, and create, generate and write reports. Ability to adapt to change while managing multiple tasks in a confidential, proactive, and professional manner. Excellent written and oral communication skills and ability to think and work independently, and as part of a team. Preferred Qualifications Bachelor’s degree in a related field (such as business, communications, etc.). Knowledge in applicable technologies and appropriate campus and SBDC databases (e.g., Microsoft (Word, Excel, PowerPoint), Teams, Zoho, Backstage, Constant Contact, and Workday), client relationship management system(s), registration, and client and program participant support tools Work experience in a business setting and financial skills sufficient to monitor budget expenditures, calculate account transfers and balances, prepare for reviews and audits, support grant compliance and administration, and manage and report data and information. Experience with adult education, business outreach, student support activities, program planning and event logistics. Information about Your Benefits Highlights include: Paid vacation for 12-month positions. Excellent flexible health insurance with low co-pays and good coverage. Paid holidays and paid sick days. 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 the point of hire. This information is provided for illustrative purposes only. Benefits are also pro-rated based on the appointment percentage. Equal Opportunity Statement 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. University of Wisconsin Information The Universities of Wisconsin serve approximately 161,000 students. Awarding nearly 37,000 degrees annually, the Universities of Wisconsin is Wisconsin’s talent pipeline, putting graduates in position to increase their earning power, contribute to their communities, and make Wisconsin a better place to live. Nearly 90 percent of in-state Universities of Wisconsin graduates stay in Wisconsin five years after earning a degree – with a median salary of more than $66,000. The Universities of Wisconsin provides a 23:1 return on state investment. The Universities of Wisconsin also contribute to the richness of Wisconsin’s culture and economy with groundbreaking research, new companies and patents, and boundless creative intellectual energy. The Universities of Wisconsin and its employees are purpose-driven, people-focused, and committed to stewardship. #J-18808-Ljbffr University of Wisconsin Colleges