WECP Finance and 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 qualified personnel, provision of services, technical assistance, dissemination of information, and contribution of new knowledge about the causes and prevention of developmental disabilities 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 clear and respectful communication. Responsibilities include enrollment and vendor contracts, 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, managing 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.

Additional responsibilities may include back‑up classroom support based on staffing needs.

• 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.
• Contributes to core functions of the University Center for Excellence in Developmental Disabilities (UCEDD), including 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.
• Enrollment and vendor contracts, processing and maintaining enrollment information, creating and maintaining customer accounts, compiling and sending monthly invoices to…