This individual is the primary staff member in the Dining Plan and Card Office. This person manages the Identification Card Program, including activation of the card and checking the status of student/faculty/staff/vendor cards. This person is responsible for the implementation and billing of the Dining Plans, ID’s and Campus Cash. This individual provides general office support to the Associate Director, supervises students working in the Card Office and works with University Centers technology personnel regarding coordination of the Identification Card Program and reporting efforts. Additionally, this person works closely with the University Dining team to solve issues with student accounts, disperse information regarding the dining program and places work orders regarding equipment repair. The normal work schedule for this position is Monday through Friday, 7:45 a.m. to 4:30 p.m.
Maintenance of Student Dining Information /University Debit Card Programs (35%)
- Set up new dining plans and debit accounts and import Dining Plans, Campus Cash and ID card files into CS Gold.
- Verify that all students living in the residence halls are on a Dining Plan.
- Process program changes, drops, and adds to the Dining Plans including making the necessary adjustments to student billings and providing this information to administration on a regular basis for accounting and reporting purposes. Assist Associate Director with waiver process for residential students as needed.
- Calculate drops and adds for the board plan enrollment report and submit weekly reports to the Dining Services company. Verify the board bill submitted by the dining services company and submit to the Financial Specialist for payment.
- Assign and activate dining plans for students arriving early on campus for University sanctioned/sponsored programs. Prepare bills for students arriving early.
- Activate dining privileges for summer camps and conferences; prepare bills for summer camps and conferences.
- Activate dining privileges for pre-season and early arrival programs; prepare billing for individual students and programs as needed.
- Provide support and serve as the initial contact person with students for the dining program (both on-campus and off-campus students).
- Coordinate and supervise the dining plan and debit card sign-up process for all students.
- Process web sign-ups and student bills to the university Business Office.
- Update CBORD program to include changes made to the Dining Program.
- Work with Residence Life staff to access StarRez program information for Dining Plans.
- Provide temporary dining passes for students as the situation merits.
- Develop invoices for Residence Life for Hall Directors, Graduate Assistants, and Resident Assistants; submit to the Financial Specialist for payment.
- Assist internal and external users with access issues in CS Gold as needed.
Coordination of University Identification Card Program (30%)
- Activate and supervise the identification card program for all students, faculty, and staff, as well as summer camps.
- Manage the digital ID card program.
- Maintain an inventory of supplies needed to produce ID and camp/conference dining cards and maintain the operation of equipment used in this program.
- Enter and update lost card sequence for the university all card program.
- Answer questions and provide assistance pertaining to the identification card program.
- Verify identification of students.
- Educate current and prospective students, parents, faculty, and staff on functions of the university identification card and the processes for obtaining an identification card.
- Create name/identification badges and invoice departments for the completed project.
- Accept and approve photos submitted electronically for student identification cards.
- Assist in the promotion of electronic submission of photos.
- Collaborate with Cbord to resolve issues students may be having with the uploading of photos.
- Assist with giving card access to a variety of areas as needed and developing access reports when requested.
Accountability of Fiscal Records (20%)
- Bill/credit/adjust dining plan charges to student accounts.
- Maintain CS Gold integrity for financial transactions (e.g. Balance and sample fiscal transactions, determine and correct errors, etc.).
- Reconcile Dining Plan sign-ups with billing records and deposit records in CS Gold.
- Reconcile Campus Cash deposits to WISER, Get Funds and CS Gold.
- Bill and record revenue received from lost university identification cards and the sale of university debit card funds.
- Verify, process, and invoice university debit card/campus cash refund requests for Residence Life laundry machines and vending machines.
- Handle individual refund requests for the vending machines located on the UWL campus.
- Create laundry cards and add requested amount to cards for Residence Life.
- Create gift cards/enter dollar value to be sold for dining service locations.
- Process reports on a regular basis for campus cash, contract boards; communicate with Associate Director to identify reports needed and frequency of each report.
- Collect deposits for all cash and check sales for Campus Cash; submit deposits to the Financial Specialist.
- Develop and administer Dining Service reports including participation reports (weekly), usage reports, and other management data to assist the Dining Services Program
- Manage and monitor a petty cash fund for providing change.
Supervision of Student Employees (10%)
- Hire, train, supervise, and assign student employees work with the identification card system and other duties of the Dining Plan and Card Office.
- Verify and submit required payroll forms to Human Resources to hire student employees for the Card Office and Information Center.
- Compute and submit hours worked by students in the Dining Plan and Card Office. Maintain records of the student help budgets for each area.
General Office Support (5%)
- Provide general office support to the Associate Director.
- Greet and assist individuals requesting service; answer questions regarding activities, services, and policies.
- Maintain statistical files to be used in the annual report and for budget purposes.
- Prepare reports, handouts, correspondence, and forms as necessary.
- Process dining equipment maintenance and repair Work Order Requests for both Whitney Centers and the Student Union by utilizing the Facilities TMA iService Desk.
- Process requests for necessary office supplies.
- Serve as member of the University Centers team; attend staff meetings and provide assistance as needed within the unit.
- Other duties as assigned by supervisor or University Centers Director.
- Minimum of high school diploma or equivalent.
- Administrative support and/or office manager experience.
- Knowledge and experience in the use of software including Microsoft Office Suite, email, and electronic calendars.
- Knowledge of or ability to learn database management software.
- Effective oral and written communication skills.
- Excellent organizational, time management, and multi-tasking skills with an attention to detail despite frequent interruptions.
- Ability to coordinate projects, work independently and collaboratively, and set priorities to meet the demands of the position.
- Ability to meet and work effectively with people across multiple levels, to include students, faculty, staff, administration, and community members.
- Ability to use discretion and good judgment regarding confidential information.
- Strong focus on students and serving the needs of students.
- Experience in working with CBORD, Blackboard or other comparable software.
- 3+ year’s administrative support and/or office manager experience.
- Associate degree or professional certification.
- Basic knowledge of record keeping practices – accounts payable and receivable; develop, maintain, and reconcile various accounts and purchases; cash handling and audit of accounts; budget maintenance.
- Functional expertise with PeopleSoft Student Information System and the University’s WISER financial database to retrieve and extract information.
- Functional expertise with HRS (Human Resource System) time keeping system – ability to input, track, and extract data.
- Ability to work with or learn technology tools used for reporting, surveys (such as Qualtrics), and web-based applications (such as One Drive).
- Ability and willingness to maintain and enhance professional competencies by participating in professional development workshops, seminars, and training sessions, related to current position responsibilities.
UWL provides reasonable accommodations to qualified individuals with disabilities who are employees or applicants for employment. Employment opportunities will not be denied because of the need to make reasonable accommodations for a qualified individual with a disability. If you need assistance or accommodation in applying because of a disability, please contact email@example.com or 608.785.8013. This job announcement and other material on this site will be made available in alternate formats upon request to an individual with a disability.All position descriptions are required to provide physical demands and working condition/environment and may not be published in the job announcement. For information on the physical demands and/or working conditions/environment for this position, please contact Human Resources at firstname.lastname@example.org or 608.785.8013.
- This position may require additional hours on the Saturday and Sunday of the opening week of each semester to assist students in replacing lost ID cards, and signing students up for dining plans, block meals, and campus cash.
INFORMATION ABOUT YOUR BENEFITS
Your benefits add an additional 40%+ to the overall financial package from the university.
- paid vacation for 12-month positions.
- excellent flexible health insurance with low co-pays and good coverage.
- paid holidays and 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.
The University of Wisconsin-La Crosse is an equal opportunity and affirmative action employer committed to assembling a diverse, broadly trained faculty and staff. We strongly encourage women, minorities, people with disabilities and veterans to apply. UWL, in compliance with applicable laws and in furtherance of its commitment to fostering an environment that welcomes and embraces diversity, does not discriminate on the basis of race, color, national origin, religion, sex, sexual orientation, gender identity/expression, disability, or protected veteran status.
UW-La Crosse’s diversity and inclusion efforts are guided by our adherence to Inclusive Excellence. We define Inclusive Excellence as “… our active, intentional and ongoing commitment to bridge differences with understanding and respect so all can thrive.” The goals of Inclusive Excellence are to increase the retention of diverse faculty, staff and students while encouraging a campus climate that is inviting and welcoming to all. UW-La Crosse strives to promote acceptance of all facets of diversity from racial/ethnic diversity to diversity of thought and experience. UW-La Crosse ranks 6th nationally among the Top LGBTQ-Friendly Colleges for 2018-19 by AffordableCollegesOnline.org (ACO).
For the UWL Annual Security and Fire Safety Reports (i.e., Clery Report), which includes statistics about reported crimes and information about campus security policies, see https://www.uwlax.edu/police/annual-security-report/ or contact the University Police Department at 608.785.9000.
The Division of Student Affairs’ role is to enhance and support students learning experience here at UWL. We work closely with faculty, staff, community members, alumni and most importantly, students to provide quality programs and services which promote learning, leadership, involvement, service and the celebration of diversity. The Division includes a number of departments: Admissions and Recruitment, Campus Child Center, Counseling and Testing, Student Health Center, Intercollegiate Athletics, Recreational Sports, Residence Life, Student Life, University Centers, and the Vice Chancellor & Dean of Students office. The staff of the Division is truly student-centered and concerned about the holistic development of the student.
University Centers serves the community by providing a welcoming environment that facilitates learning opportunities, embraces diversity, and enriches the campus experience. University Centers provides operational oversight to the Student Union, the Whitney Dining Center, the Center for Organizations, Vision, and Engagement (the COVE) and the Leadership and Involvement Center (LIC). University Centers also provides a wide variety of services, spaces, and amenities including the Information Center, Eagle ID Program, Dining Plans, Campus Food Pantry, and more.
Posting Detail Information
This is a continuous recruitment. Applicants will be reviewed as they are received and continue until the position is filled.
UWL is a state agency and subject to Wisconsin’s Open Records Law. UWL will not, however, reveal the identities of applicants who request confidentiality in writing except as may be required by Wisconsin’s Open Records law. In certain circumstances, the identities of “final candidates” and/or the identity of the appointed applicant must be revealed upon request.CBC & Reference Check Policy
All candidates for employment are subject to a pre-employment screening which includes a criminal background check, work authorization, and verification of education. It will also require you and your references to answer questions regarding sexual violence and sexual harassment.