Dining Plan/ID Card Specialist

Location
Wisconsin, United States
Salary
Salary Not Specified
Posted
Apr 15, 2021
Employment Level
Administrative
Employment Type
Full Time


Posting Details

Recruitment Number

1023

Working Title

Dining Plan/ID Card Specialist

Position Type

Staff/Administrative

Appointment Percentage

100

Division/College

Student Affairs Division

Description of College / Department / Program / Division / Unit

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: 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.

Position Summary

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.

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, 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.

Physical Demands

No physical demands

Working conditions and environment

• 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.

Miscellaneous Information

• This position is part of the University Centers team, the individual needs to be able to work with the broader team, while having an office that is not located with the other team members.

Your benefits add an additional 40%+ to the overall financial package from the university.
Highlights include:
• 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.
Learn more at: https://www.wisconsin.edu/ohrwd/benefits/download/univstaff21.pdf
Benefit eligibility is determined at point of hire. This information is provided for illustrative purposes only. Benefits are also pro-rated based on the appointment percentage.

The University of Wisconsin System and the University of Wisconsin–Madison are engaged in a redesign of job title and compensation structures. The Title and Total Compensation Project will result in relevant and market-informed titles to help us keep and grow our outstanding workforce. If you are the successful candidate, your title is subject to change in November 2021. For more information, visit: https://www.wisconsin.edu/ohrwd/title-and-total-compensation-study/

Duties/Responsibilities

These are the job duties required for the position.

Responsibility Statement

Maintenance of Student Dining Information /University Debit Card Programs

Duties to Support Responsibility

• 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.

Percentage Of Time

35

Essential

Yes

Responsibility Statement

Coordination of University Identification Card Program

Duties to Support Responsibility

• 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.

Percentage Of Time

30

Essential

Yes

Responsibility Statement

Accountability of Fiscal Records

Duties to Support Responsibility

• 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.

Percentage Of Time

20

Essential

Yes

Responsibility Statement

Supervision of Student Employees

Duties to Support Responsibility

• 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.

Percentage Of Time

10

Essential

Yes

Responsibility Statement

General Office Support

Duties to Support Responsibility

• 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.

Percentage Of Time

5

Essential

Yes

Posting Detail Information

Special Instructions

Posting Date

04/15/2021

Close Date

Continuous Recruitment

Yes

Continuous Recruitment First Review Date

05/24/2021

Position Contact Name

Mary Beth Vahala

Position Contact Email

mvahala@uwlax.edu
Required Documents
Required Documents
  1. Resume/Curriculum Vitae
  2. Cover Letter/Letter of Application
  3. Reference Contact Information
Optional DocumentsSupplemental Questions

Required fields are indicated with an asterisk (*).

  1. The University of Wisconsin System will not reveal the identities of applicants who request confidentiality in writing, except that the identities of finalists must be revealed upon request. See Wis. Stat. §. 19.36(7).
    • I wish for my name to remain confidential until the university is no longer able to do so.
    • I waive my right to keep my name confidential through the application process.
  2. Will you now or in the future require visa sponsorship for employment at the University of Wisconsin-La Crosse? (UW-L and UW System institutions pay for some or all of the sponsorship costs. Some candidates may require an H1B or another form of employment sponsorship to work in the US. This question is asked so that if you are the successful candidate, Human Resources can work with your work unit to begin the process of obtaining this visa).
    • Yes, I will require sponsorship prior to employment.
    • Yes, I will require sponsorship for continued employment if hired.
    • No, I do not require sponsorship and am eligible to work in the US.
  3. Please provide your most recent employer, supervisor name and contact information, including phone number and email address. (Pursuant to UW System Administrative Policy 1275, UW System requires reference checks related to sexual harassment and sexual violence to be conducted at a minimum with a final candidate’s most recent employer and with all previous UW System institution and State of Wisconsin agency employers from the past seven years. UW-L will notify you prior to contacting your supervisor).

    (Open Ended Question)

  4. Are you currently employed by or have you been employed by a UW System institution or a State of Wisconsin agency during the last seven (7) years? Please answer yes or no. If yes, provide the institution or agency name, your supervisor and contact information, including phone number and email address.
    • Yes
    • No
  5. After you retire from a Wisconsin Retirement System (WRS) employer, you may return to work with a WRS employer as a rehired annuitant, provided certain requirements are met. There are no restrictions on what type of position a rehired annuitant can hold. Under the WRS, there is no limit to how much you may earn as a rehired annuitant. (Learn more: https://www.wisconsin.edu/ohrwd/benefits/life-events/empcha/ra/). Are you currently collecting an annuity from the Wisconsin Retirement System, (WRS)?
    • Yes
    • No
  6. How did you hear about this employment opportunity?
    • Chronicle of Higher Education Web Site
    • Discipline-Specific Publication/Web Site
    • HERC Web Site
    • HigherEdJobs.com Web Site
    • Job Center of Wisconsin Web Site
    • Minority Publication/Web Site
    • University of Wisconsin - La Crosse Social Media (i.e. Facebook, LinkedIn, Twitter)
    • University of Wisconsin - La Crosse Web Site
    • La Crosse Tribune
    • Personal Referral
  7. Are you an alum of the University of Wisconsin-La Crosse?
    • Yes
    • No
  8. Were you ever found to have engaged in any sexual violence or sexual harassment in a previous work assignment? (Required under UW System Administrative Policy 1275)
    • Yes
    • No
  9. Are you currently under investigation or have ever left employment during an active investigation in which you were accused of sexual violence or sexual harassment? (Required under UW System Administrative Policy 1275)
    • Yes
    • No


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