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Position Title:

Dining Plan/ID Card Specialist

Job Category:

University Staff

Employment Type:

Regular

Job Profile:

Administrative Assistant III

Job Duties:

The Dining Plan/ID Card Specialist 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.

Essential Job Functions and Responsibilities.

35% - Maintenance of Student Dining Information /University Debit Card Programs

• 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.

30% - Coordination of University Identification Card Program

• 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.

20% - Accountability of Fiscal Records

• 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.

10% - Supervision of Student Employees

• 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.

5% - General Office Support

• 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.

Additional duties and responsibilities. Responsibilities/important duties performed in addition to the essential duties of the position.

• Other duties as mutually agreed upon with supervisor.

Knowledge/Skills and Abilities. Include which are required, preferred or desirable.

Required:

• 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 (proficiency with Excel is especially important for this position), 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.

Preferred:
• 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.

Physical Demands (walking, lifting, equipment operations, etc.) 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 hrinfo@uwlax.edu 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.

Working conditions and environment (i.e., necessary travel, evenings, and weekends to meet the needs of the department).

• On occasion, this person must be able to work extended hours.
• Some night and weekend hours are required.
• Travel for professional development is possible.

Miscellaneous Information. Comment on the aspects of the position not reflected in the position description.

Position description should be reviewed annually, and new signatures obtained when changes are made to the position description.

Key Job Responsibilities:

• Develops, sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures

• Develops, implements, and maintains 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

• Serves as a primary point of contact for individuals and groups, provides organizational information via phone, in person, and through other communication mediums

• Prepares and audits complex records, edits documents, and reviews work done by others

Department:

University Centers

Compensation:

Required Qualifications:

• 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 (proficiency with Excel is especially important for this position), 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.

Preferred Qualifications:

• 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.

How to Apply:

Provide Resume and Cover letter

Contact Information:

Lizzy Haywood lhaywood@uwlax.edu

Special Notes:

Application deadlines
TO ENSURE CONSIDERATION: Priority consideration is given to those candidates who apply by the listed ‘First Review Date ’. Applications received after that date may be considered at the discretion of the search committee. Application materials will be evaluated, and the most qualified applicants will be invited to participate in the next step of the selection process. Incomplete and/or late application materials may not receive consideration. If you have questions regarding this recruitment, or if you are not able to complete the application online due to a disability or system problem, please contact the Office of Human Resources.

Confidentiality of Applicant Materials
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.