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Dining Plan/ID Card Specialist

University of Wisconsin La Crosse
Wisconsin, United States
Salary Not Specified
Posted Date
May 3, 2023

Posting Details

Position Information

Recruitment Number


Number of Vacancies


Working Title

Dining Plan/ID Card Specialist

Classification Title

Administrative Assistant III

Proposed Salary to be Offered

$16.65 per hour

Appointment Percentage (Budget)


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.


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.

Position Type


Pay Basis




Contingent Upon Funding


Is this position eligible for employment sponsorship, (H1B or PERM)?


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

Reasonable Accommodations
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 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 or 608.785.8013.

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


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:

Benefit eligibility is determined at the point of hire. This information is provided for illustrative purposes only. Benefits are also pro-rated based on the appointment percentage.

Information about UWL and the Surrounding Region
The University of Wisconsin-La Crosse (UW–La Crosse) provides a challenging, dynamic, and diverse learning environment in which the entire university community is fully engaged in supporting student success. Grounded in the liberal arts, UW-La Crosse fosters curiosity and life-long learning through collaboration, innovation, and the discovery and dissemination of new knowledge. Acknowledging and respecting the contributions of all, UW-La Crosse is a regional academic and cultural center that prepares students to take their place in a constantly changing world community.

For more than a decade UW-La Crosse has been named one of Kiplinger’s 100 Best Values in Public Universities and has appeared prominently on theU.S. News & World Reportlist of “America’s Best Colleges” for more than 15 years, and is ranked #4 on its list of the Best Regional Public Universities in the Midwest.

With a student population of roughly 10,500, the university offers 91 undergraduate programs, 21 graduate programs, and 2 doctoral programs through the following three colleges, the College of Arts, Social Sciences, and Humanities, the College of Business Administration, and the College of Science and Health, as well as the School of Education. There are over 600 full-time faculty and instructional academic staff, 75 percent of whom hold terminal degrees. UW-La Crosse boasts a retention rate (freshmen returning as sophomores) of 84 percent, graduation rate (degree within six years) of 70 percent, and is among only 12 institutions cited nationally by the American Association of State Colleges and Universities for its success in linking campus culture and university leadership to outstanding graduation rates.

UW-La Crosse’s strategic plan Sustaining Excellence continues to move our community forward through its four pillars: increasing community engagement, achieving excellence through equity and diversity, investing in our people, and advancing transformational education. More information about the ongoing work of Sustaining Excellence is available at .
The UW-La Crosse campus is in southwestern Wisconsin, nestled in a residential area of the City of La Crosse and positioned as part of a larger metro area with a population close to 140,000. The area, known as the 7 Rivers Region, is famous for its exceptional natural beauty which includes the Mississippi River on one side, majestic bluffs on the other, and views of rolling farmland and forested valleys in between. Abundant water, woodlands and varying terrain provide ample opportunities for year-round outdoor recreation. Only a couple of hours from Minneapolis or Madison, La Crosse enjoys the affordability and charm of small town living with larger city benefits. Three colleges, two world-class medical institutions, the La Crosse Symphony Orchestra, a restored nineteenth century downtown business district, and a number of galleries and art centers have made La Crosse a regional center for culture, entertainment, medical care, shopping, sports and recreation. More information about the La Crosse metro area can be found here: Choose La Crosse .

Learn more about UW-La Crosse here:

AA/EO Statement
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.

DEI Statement
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 ( ACO ).

Annual Security and Fire Safety Report (Clery Act)
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 or contact the University Police Department at 608.785.9000.

Redbook Position



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: 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

Posting Detail Information

Posting Date


Continuous Recruitment


Continuous Recruitment First Review Date

Close Date

Special Instructions

Application deadlines
This is a continuous recruitment. Applicants will be reviewed as they are received and continue until the position is filled.

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.

Position Contact Name

Kyle Burke, Director of University Centers

Position Contact Email
Supplemental 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. * 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
  3. * 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: Are you currently collecting an annuity from the Wisconsin Retirement System, (WRS)?
    • Yes
    • No
  4. * Are you an alum of the University of Wisconsin-La Crosse?
    • Yes
    • No
  5. * Are you legally eligible to work in the United States?
    • Yes
    • No
  6. * 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.
  7. * 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
  8. * 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
  9. * 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)

  10. * How did you hear about this employment opportunity?
    • Chronicle of Higher Education Web Site
    • Discipline-Specific Publication/Web Site
    • HERC Web Site
    • 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
    • LinkedIn
    • Indeed
    • Department of Workforce Development (WISC)
    • Other
Required Documents
Required Documents
  1. Resume/Curriculum Vitae
  2. Cover Letter/Letter of Application
  3. Reference Contact Information
Optional Documents

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