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Position Title:
Dining Plan ID Card Manager
Job Category:
Academic Staff
Employment Type:
Regular
Job Profile:
Customer Service Manager
Job Duties:
The Dining Plan/ID Card Manager serves as the university’s primary administrator for student dining plans, campus cash program, and ID system.
This position is responsible for managing the technical platforms for the ID system and dining plans, ensuring data accuracy, financial accountability, and compliance with university and UW System policies.
This position manages the Identification Card Program, including activation of the card and checking the status of student/faculty/staff/vendor cards.
This position is responsible for the implementation and billing of the Dining Plans, ID’s and Campus Cash.
This position provides general office support to the Associate Director and supervises students working in the Card Office.
This position works with UWL technology partners as a key partner in campuswide access control projects.
This position 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.
- On occasion, this person must be able to work extended hours.
- Some night and weekend hours are required.
- Travel for professional development is possible.
The review of applications starts on October 12, 2025 Applications received on or before October 12th are prioritized and review will continue until the position(s) is/are filled. Initial interviews will be conducted virtually, with shortlisted candidates invited to campus.
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.
Key Job Responsibilities:
Maintenance of Student Dining Information/University Debit Account 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 dining plan 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.
- 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 sign-up process for all students.
- Process web-based purchases and student bills to the university Business Office for Campus Cash and dining plans.
- Update CBORD dining plan settings to reflect changes made to the Dining Program contract and policies.
- 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.
- Support internal and external users with access issues in access platforms.
- Provide support for GET Mobile transactions to students and staff.
Coordination of University Identification Card Program
- Administer the Identification Card (ID) program for all students, faculty, and staff, as well as summer camps.
- Collaborate with Office of Residence Life, Facilities Management and Information Technology Services during system migrations for process alignment.
- Support projects related to system upgrades and business process improvements. To include the exploration and implementation of new technology such as proximity cards and mobile credentials.
- ?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 the 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
- Ensure compliance with UWL system requirements related to data privacy
- 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 Workday and CS Gold.
- Bill and record revenue received from lost university identification cards and the sale of university debit card funds.
- Develop and administer Dining Service reports including participation reports (weekly), usage reports, and other management data to inform decisions, identify trends and recommend process improvements.
- 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.
- 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.
- Manage and monitor a petty cash fund to provide change.
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
Supervision of Student Employees
- Hire, train, supervise, and assign student employees to work with the identification card system and other duties of the Dining Plan and Card Office.
- Verify and submit required payroll forms in Workday to hire student employees for the Card Office.
- Compute and submit hours worked by students in the Dining Plan and Card Office. Maintain records of the student help budgets for each area.
Department:
University Centers
Compensation:
$46,200 / year
Required Qualifications:
- Bachelor’s degree from an accredited institution – or – associate’s degree plus three (3) years of closely related experience.
- Customer service 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. Ability to use discretion and good judgment regarding confidential information.
- 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.
Preferred Qualifications:
- Three (3)+ years of professional customer service and/or office manager experience.
- Strong focus on students and serving the needs of students.
- Experience in working with CBORD, Blackboard or other comparable software.
- Experience with data integrity.
- Ability to troubleshoot and resolve technology and system issues. Ability to apply institutional policies to procedures.
- Functional 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 Workday for financial processing and time keeping system – ability to input, accurately maintain, 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 to meet and work effectively with people across multiple levels, including students, faculty, staff, administration, and community members.
- 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:
Required application documents
Cover Letter
Resume
Contact Information:
Lizzy Haywood [email protected]
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.
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 http://www.uwlax.edu/student-life/student-resources/annual-security-report/ or contact the University Police Department at 608.785.9000.
INFORMATION ABOUT YOUR BENEFITS
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 the point of hire. This information is provided for illustrative purposes only. Benefits are also pro-rated based on the appointment percentage.
UW is an Equal Opportunity Employer
Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, pregnancy, disability, status as a protected veteran, or any other bases protected by applicable federal or State law and UW System policies. We are committed to building a workforce that represents a variety of backgrounds, perspectives, and skills, and encourage all qualified individuals to apply.
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