"Administrative Associate Director"

Job Details

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Position Title:

Administrative Associate Director

Job Category:

Academic Staff

Employment Type:

Regular

Job Profile:

Admin Assoc Dir (B)

Job Duties:

The Administrative Associate Director for Facilities Management serves as the principal business manager for the department, overseeing administrative operations, budgeting, procurement, fleet and inventory management, and systems coordination. Operating independently under the general supervision of the Senior Facilities Officer, this position provides strategic and operational support across financial management, personnel coordination, compliance, and systems administration. As the department’s primary budget manager and liaison to the Business & Financial Services and Budget offices, the role requires up-to-date knowledge of university business processes, state and federal guidelines, and financial policies. The position supervises administrative staff, manages financial funding strings and budget development processes, ensures compliance with institutional policies, and facilitates effective communication and collaboration across campus units to support strategic planning and operational continuity.

A. Serves as primary accounting and budgeting liaison for departments within Facilities Management.

• Maintains the funding strings for the assigned units and serves as an authorized administrator on all assigned funding strings; reviews funding strings for financial viability; opens, closes, and modifies funding strings as necessary.
• Monitors, analyzes, and projects funding string revenue, expenses, and balances for a variety of funding sources, such as restricted, unrestricted, gift/donation, and grant.
• Work with departments to assist in development of rates needed for all revenue generating activities.
• Reviews and reconciles monthly activity. Initiates appropriate actions if discrepancies are noted. Reconciles funding strings quarterly and presents quarterly financial review to the Senior Facilities Officer and other unit directors as assigned.
• Serves as the Facilities Management contact person for financial procedures. Develops annual budget for assigned units. Inputs data into the UW System budget system ensuring data is reconciled with University targets.
• Prepares monthly, quarterly, and annual financial reports for management and develops recommendations regarding budget changes, (i.e. movement of FTE and salary/fringe) based on the unit’s financial history and projected needs. Suggests strategies or process improvements that maximize the uses of resources as an integral part of the institutional budget planning team. Develops recommendations for the Senior Facilities Officer regarding budget reallocations, reductions, and lapses.
• Advises administrators on various budget/management actions required and initiates actions.
• Advises on the appropriateness of expenditures and funding availability. Responds to employees’ business operation and budget questions ensuring department staff have an adequate understanding of required business procedures and funding resources to make decisions.

B. Assists with the employment system.

• Maintains a working knowledge of the University’s employment system(s). Develops, builds, monitors, and maintains accurate and up-to-date accounting (dollars and FTE) of all personnel in the unit.
• Prepares employment forms as needed (salary adjustment, staffing actions, recruitment and hiring forms, etc.).
• Completes monthly reviews of payroll within the unit to ensure accuracy of payroll and works with the Human Resources office to prevent/correct errors.

C. Department specific items.

Budgeting & Fiscal Management

• Develops and manages annual budgets across multiple funding sources.
• Prepares monthly budget reports, reconciliations, and financial transfers (expense, revenue, payroll).
• Calculates labor chargeback rates and administrative fees; updates related systems and websites.
• Oversees budget entry into UW System tools and coordinates special funding requests.
• Manages internal controls for cash, checks, and coin handling, ensuring compliance with audit requirements.

Systems & Data Management

• Provides oversight and guidance for the administration of the computerized maintenance management system (TMA), ensuring data accuracy for work orders, purchasing, inventory, keys, fleet, and chargeback processing.
• Oversees integration of TMA with other systems (e.g., BP Logix, Workday) and supports reporting needs (e.g., APPA, labor charges).
• Maintains documentation libraries and ensures process transparency and accessibility.
• Manages approvals and permissions within Workday and other systems.

Personnel & Team Coordination

• Manage the day-to-day operations of the Facilities Management administrative office. Supervises administrative, purchasing, key control, fleet, and inventory staff; hires, trains, evaluates, and supports team development.
• Coordinates staff scheduling, time approvals, coverage planning, student work authorizations, and supports onboarding processes.
• Ensures compliance with environmental health and safety practices and internal controls. Supports team communication and meeting planning.

Fleet, Fuel, and Key Management

• Serves as UW-Stout’s designated fleet manager, coordinating with DOA and UW System.
• Investigates fleet-related issues and ensures resolution and compliance with state regulations.
• Administers campus fleet operations including asset tracking, title and registration, surplus declarations, and rental management.
• Maintains key management systems and processes including audits, rekeying, and program oversight.

Procurement & Inventory Oversight

• Acts as Procurement Card Manager for the department; reviews transactions and manages card issuance.
• Supports purchasing agents and inventory staff to maintain adequate supplies and inventory.
• Provides oversight of warehouse operations including inventory adjustments, shrinkage tracking, reporting, and year-end reconciliation.

Compliance, Reporting & Communication

• Prepares and submits annual reports (e.g., APPA) and supports insurance claims.
• Manages website updates, distribution lists, and internal communications. Supports permitting and regulatory requirements for elevators, backflow preventers, underground fuel tanks, and other regulated items as applicable.
• Ensures document retention policies are followed and distribution lists are properly managed.
• Coordinates software renewals and computer inventory in collaboration with LIT.
• Supports campus-wide communication through message drafting and distribution.

D. Other responsibilities.

• Participates in University-wide committees including the business manager committee and other committees as requested.
• Maintains budget records management system.
• Oversees filing of fiscal records assuring availability of necessary data in the event of an audit.
• Applies software skills in development of databases, reports, graphics, and charts, as needed.
• Collects data and develops projections using appropriate resources.
• Instructs staff on the uses of software applications. Manages department key inventory.
• Complies with recognized environmental health and safety practices.
• Other duties as assigned.

Key Job Responsibilities:

• Engages in strategic planning and policies to ensure the strategic direction supports the needs of stakeholders.
• Serves as the unit liaison to internal and external stakeholder groups providing organizational information and representing the interests of the unit.
• Establishes goals and priorities for the annual budget for all revenues and expenditures.
• Exercises supervisory authority, including hiring, transferring, suspending, promoting, managing conduct and performance, discharging, assigning, rewarding, disciplining, and/or approving hours worked of at least 2.0 full-time equivalent (FTE) employees.
• Evaluates, designs, and implements operations to align with the strategic direction.
• Ensures that policies, procedures, and standards are maintained and develops processes and procedures to improve the unit.

Department:

The Facilities Management Department is a service unit that reports to the Vice Chancellor of Business, Finance, and Administrative Services and provides many services to the UW-Stout campus including building and grounds maintenance, facility modifications and improvements, custodial services, snow removal, landscaping, campus planning & engineering, construction management, purchasing, fleet services, key management, campus inventory management, campus heat/steam production and chilled water, building openings and closings, event setup and teardown, moving services, trash and recycling collection, etc.

The mission of Facilities Management is to provide quality service in an efficient, professional manner while being fiscally responsible to ensure campus safety and comfort. Our focus is to continually improve and ensure customer satisfaction.

Compensation:

Minimum starting salary of $75,000, commensurate with qualifications and experience.

Required Qualifications:

1. Three years of experience with budgeting, financial management, or administrative operations.
2. Bachelor’s degree in business administration, accounting, finance, or related field.
3. Proficiency in financial systems (e.g., Workday).
4. Supervisory experience.

Preferred Qualifications:

1. Experience in higher education or public sector administration.
2. Strong working knowledge of data querying tools and Microsoft Excel.
3. Proficiency with maintenance management software (e.g., TMA).
4. Familiarity with UW System financial and human resources platforms.
5. Knowledge of fund accounting in a higher education environment.
6. Knowledge of fleet, key, and inventory management practices.
7. Strong analytical and organizational skills.

How to Apply:

Complete applications received by end of day, October 12, 2025 are ensured full consideration. Applications submitted after October 12th may be reviewed at the discretion of the search committee or until position is filled.

To apply, click on the APPLY button or go to: https://www.uwstout.edu/about-us/careers-jobs

Required application materials:

• Cover letter (See below)
• Current resume

All final candidates will be asked to provide names, email contact information, and/or phone numbers for three (3) references, with at least one being from a manager or supervisor, during the interview process.

Please use your cover letter to speak to each of the Minimum/Required Qualifications for this position as listed above. For each required qualification, describe your relevant experience, using specific examples from your work history to illustrate how your experience satisfies the requirement.