New

WECP Finance and Administrative Specialist

University of Wisconsin Madison
paid time off
United States, Wisconsin, Madison
21 North Park Street (Show on map)
Nov 15, 2025
Current Employees: If you are currently employed at any of the Universities of Wisconsin, log in to Jobs Hub to apply through the internal application process. Job Category:Academic Staff Employment Type:Regular Job Profile:Administrative Specialist Job Summary: 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. Key Job Responsibilities: 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. 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 Collects, analyzes, and prepares various communication materials from established sources utilizing technology mediums Sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures under general supervision Maintains established methods and organizational systems directed at the maintenance of electronic/physical records related to work operations according to established policies and procedures Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations Department: Waisman Center Compensation: $48,107 minimum; Salary is negotiable and will be based on education, experience and skills. Employees in this position can expect to receive benefits such as generous vacation, holidays, and paid time off; competitive insurances and savings accounts and retirement benefits. Required Qualifications: A minimum of two years of professional experience working in a childcare setting, preferably in an administrative or financial role. Strong interpersonal, verbal and written communication skills. Demonstrated proficiency in Microsoft Office (e.g., Excel, Word, PowerPoint, etc.) and Adobe programs. 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. Preferred Qualifications: Previous administrative and/or financial experience is highly preferred. 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.) Experience using Human Resources or Financial systems (e.g., Workday, Paylocity, etc.) Ability to analyze data and develop comprehensive reports. Education: Associates Degree in a field related to early childhood education or administration and finance is preferred. Bachelor's Degree in a field related to early childhood education or administration and finance is strongly preferred. Individuals without an Associates or Bachelor's degree with relevant coursework and experience will be considered. How to Apply: Please click on the "Apply Now" button to begin the application process. Please upload a resume, cover letter, and a list of professional references. Contact Information: For questions regarding this position, please contact Melissa Henning at melissa.henning@wisc.edu. 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 Opportunity Employer. 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 backgrounds and 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 University of Wisconsin System will not reveal the identities of applicants who request confidentiality in writing, except that the identity of the successful candidate will be released. See Wis. Stat. sec. 19.36(7). 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.