What are the responsibilities and job description for the Dining Plan/ID Card Specialist position at University of Wisconsin-La Crosse?
Posting Details
Position Information
Recruitment Number
1628
Number of Vacancies
1
Working Title
Dining Plan/ID Card Specialist
Classification Title
Administrative Assistant III
Proposed Salary to be Offered
$38,834 / Year
Appointment Percentage (Budget)
100
Position Summary
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.
Position Type
Staff/Administrative
Pay Basis
Hourly
FLSA
Non-Exempt
Contingent Upon Funding
No
Is this position eligible for employment sponsorship, (H1B or PERM)?
No
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.
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 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.
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 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.
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 hrinfo@uwlax.edu or 608.785.8013.
Working conditions and environment
- 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
Information about your Benefits
Your benefits add an additional 40% to the overall financial package from the university.
Highlights include:
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.
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.
Information about UWL and the Surrounding Region
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 the U.S. News & World Report list 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. UW-La Crosse ranks 6th nationally among the Top LGBTQ-Friendly Colleges for 2018-19 by AffordableCollegesOnline.org (ACO).
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 www.uwlax.edu/info/strategic-plan.
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: https://www.uwlax.edu/human-resources/services/talent-acquisition-and-employment/finalist-welcome/
Civil Rights and Compliance Statement
The University of Wisconsin-La Crosse is an equal opportunity employer committed to hiring faculty and staff that are qualified and broadly trained. UWL, in compliance with Title VII of the Civil Rights Act is committed to fostering an environment that embraces inclusive excellence and equitable treatment of all parties. Title VII prohibits employment discrimination based on age, race, color, national origin, religion, sex, sexual orientation, gender identity/expression, disability, or protected veteran status. Inclusive excellence is a source of strength, creativity, and innovation for the University of Wisconsin La Crosse. We value the contributions of each person and respect the profound ways their identity, culture, background, experience, status, abilities, and opinion enrich the Universities of Wisconsin community.
The University of Wisconsin-La Crosse is an equal opportunity employer committed to hiring faculty and staff that are qualified and broadly trained. UWL, in compliance with Title VII of the Civil Rights Act is committed to fostering an environment that embraces inclusive excellence and equitable treatment of all parties. Title VII prohibits employment discrimination based on age, race, color, national origin, religion, sex, sexual orientation, gender identity/expression, disability, or protected veteran status. Inclusive excellence is a source of strength, creativity, and innovation for the University of Wisconsin La Crosse. We value the contributions of each person and respect the profound ways their identity, culture, background, experience, status, abilities, and opinion enrich the Universities of Wisconsin community.
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 https://www.uwlax.edu/police/annual-security-report/ or contact the University Police Department at 608.785.9000.
Redbook Position
Yes
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: 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 Chancellors Office. The staff of the Division is truly student-centered and concerned about the holistic development of the student.
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
- 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.
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.
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.
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.
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.
Posting Detail Information
Posting Detail Information
Posting Date
04/24/2025
Continuous Recruitment
Yes
Continuous Recruitment First Review Date
05/09/2025
Close Date
Special Instructions
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 given consideration 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.
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 given consideration 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.
UW-La Crosse does not offer H-1B or other work authorization visa sponsorship for this position. Candidates must be legally authorized to work in the United States at the time of hire and maintain work authorization throughout the employment term. If you have questions regarding this, please contact Human Resources at 608-785-8013.
Position Contact Name
Lizzy Haywood
Position Contact Email
lhaywood@uwlax.edu
Salary : $38,834
