WECP Finance and Administrative Specialist

Universities of Wisconsin•Madison, WI

About The Position

The Waisman Center is dedicated to the advancement of knowledge about human development, developmental disabilities, and neurodegenerative diseases throughout the lifespan. One of 15 centers of its kind in the United States, the Waisman Center encompasses laboratories for biomedical and behavioral research, several scientific research cores, and a clinical biomanufacturing facility for the production of pharmaceuticals for early stage human clinical trials. In addition to its research efforts, the Center provides an array of services to people with developmental disabilities, offers numerous educational and outreach programs to young children and their families, and trains scientists and clinicians who will serve our nation in the future. The Waisman Early Childhood Program (WECP) is an inclusive, full-day, year-round preschool for children ages one through six. Up to 1/3 of the children enrolled may have special needs because of a disability, medical condition, or behavioral challenge. WECP follows a developmental play-based curriculum. It is licensed by the State of Wisconsin, and accredited by the City of Madison and the National Association for the Education of Young Children (NAEYC). WECP is part of the Waisman Center’s University Center for Excellence in Developmental Disabilities (UCEDD). The mission of the UCEDD is to support the full inclusion and self-determination of people with developmental disabilities and their families through: development of personnel qualified to provide services in the health, education and social service systems; provision of services, technical assistance and the dissemination of information; and the contribution of new knowledge about the causes and prevention of developmental disabilities, the impact of disabilities on individuals and families, and the efficacy of assessment, intervention and support methods. The WECP Finance and Administrative Specialist is an essential part of the administrative team and provides programmatic, administrative and financial support to the Waisman Early Childhood Program (WECP) Leadership Team. This position is the first point of contact for WECP families, clients, visitors, etc. and is responsible for providing clear and respectful communication. This position is responsible for enrollment and vendor contracts, processing and maintaining enrollment information, creating and maintaining customer accounts, compiling and sending monthly invoices to families, processing tuition payments, paying invoices and/or bills, collecting and tracking deposits and contract fees, assisting with licensing and accreditation reports, compiling immunization reports for the Department of Children and Families (DCF), processing caregiver and criminal background checks, management of purchasing for supplies, equipment, and travel, general reception duties, maintaining the visitor log, responding to inquiries, and other administrative or financial responsibilities for WECP and the broader UCEDD as needed. Additionally, this position may be expected to provide back-up classroom support based on staffing needs.

Requirements

Previous administrative and/or financial experience is required.
Strong interpersonal, verbal and written communication skills.
Demonstrated proficiency in Microsoft Office (e.g., Excel, Word, PowerPoint, etc.) and/or Adobe programs.
Demonstrated proficiency with Workday, Quickbooks, or other accounting software.
Attention to detail, effective time management, organizational, judgment and independent decision-making skills are essential.
Ability to use customer service techniques to respond to inquiries thoroughly and accurately while maintaining professionalism.
Ability to track payments from multiple sources, apply customer credits, create customer refunds, and balance ledgers.

Nice To Haves

A minimum of two years of professional experience working in a childcare setting, preferably in an administrative or financial role.
Experience and/or familiarity with DCF licensing and/or accreditation requirements for early childhood education is highly preferred.
Demonstrated experience using Childcare Management Software (e.g., Brightwheel, Procare, etc.)
Ability to analyze data and develop comprehensive reports.
Associates Degree in a field related to administration, finance, or early childhood education is preferred.
Bachelor’s Degree in a field related to administration, finance, or early childhood education is strongly preferred.
Individuals without an Associates or Bachelor’s degree with relevant coursework and experience will be considered.

Responsibilities

Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations
Maintains established methods and organizational systems directed at the maintenance of electronic/physical records related to work operations according to established policies and procedures
Sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures under general supervision
Collects, analyzes, and prepares various communication materials from established sources utilizing technology mediums
Serves as a first point of contact for individuals and groups, provides basic organizational information via phone, in person and through other communication mediums, and routes more complex inquiries to the appropriate entities
Contributes to core functions of the University Center for Excellence in Developmental Disabilities (UCEDD), including activities of training/teaching, conducting research, disseminating evidence and best practices, and demonstrating model services.