Card Office Coordinator
Skidmore College
Saratoga Springs, NY
Full-time
Administration / Clerical
Posted on April 4, 2024
Summary:
The primary purpose of this position is to ensure the integrity and accuracy of the campus ID card system and underlying accounting information, as well as to facilitate the distribution of all campus ID cards for students, alumni, faculty, staff, retirees, and visitors. This position reports directly to the Bursar and also supports a number of important Bursar's Office functions. In addition to serving as personal identification and access to various locations on campus, the card system accounts for significant cash deposits, meal plans including dining-bucks, as well as financial aid funds used for academic and other purchases. This position serves the entire campus community and regularly interacts with students, former students, parents, faculty, staff, retirees, and visitors and works mostly closely with the offices of Financial Services, Financial Aid, Student Affairs, Special Programs, Conferences and Events, Information Technology, Campus Safety, and Dining Services.
Responsibilities include, but are not limited to:
Experience: 2 years in customer service or accounting
Pay range: $20.22 - $23.00 per hour
Required documents needed to apply:
Skidmore College is committed to being an inclusive campus community and, as an Equal Opportunity Employer, does not discriminate in its hiring or employment practices on the basis of race, color, creed, religion, gender, age, national or ethnic origin, physical or mental disability, military or veteran status, marital status, sex, sexual orientation, gender identity or expression, genetic information, predisposition or carrier status, domestic violence victim status, familial status, dating violence, or stalking, or any other category protected by applicable federal, state or local laws.
Employment at Skidmore College is contingent upon an acceptable background check result.
CREATIVE THOUGHT MATTERS.
The primary purpose of this position is to ensure the integrity and accuracy of the campus ID card system and underlying accounting information, as well as to facilitate the distribution of all campus ID cards for students, alumni, faculty, staff, retirees, and visitors. This position reports directly to the Bursar and also supports a number of important Bursar's Office functions. In addition to serving as personal identification and access to various locations on campus, the card system accounts for significant cash deposits, meal plans including dining-bucks, as well as financial aid funds used for academic and other purchases. This position serves the entire campus community and regularly interacts with students, former students, parents, faculty, staff, retirees, and visitors and works mostly closely with the offices of Financial Services, Financial Aid, Student Affairs, Special Programs, Conferences and Events, Information Technology, Campus Safety, and Dining Services.
Responsibilities include, but are not limited to:
- Process ID cards for the campus community. Uploads or takes photos for the cards and produce the appropriate card for each person and their responsibilities. If a student is requesting a replacement card due to a lost card they are informed of the cost and then depending on their selection the cost is either charged to their student account through the Banner system, paid in cash or charged to the ID card which requires a journal entry also. If the student is requesting a replacement due to a damaged card the Card Office Coordinator is responsible for determining if the damage is normal and is replaced at no cost or if the student needs to be charged for the replacement.
- Process and reconcile deposits to the ID cards. Funds can be placed on the ID cards through a variety of methods. Direct cash or check to the Card Office, Online deposits through the GET system, payroll deduction, triple money or deposits through the two CSV terminals that are on campus. This position is responsible for counting and reconciling cash/check deposits to the card, processing a deposit to Adirondack Trust and completing the necessary journal entries. Deposit made though the Get system are done via credit card and monthly a reconciliation and journal entry needs to be done for those deposits.
- Process meal plan requests for students. Optional meal plans are signed up for online which sends an email to the Card Office so the meal plan can be added to the student ID card. The cost of that meal plan then is also entered into the Banner system so the student account is charged.
- Produce and load funds on Book and Supply cards. Financial Aid gives some highly aided students funds on a separate ID card called a book and supply card so they can purchase books and supplies in the bookstore. Financial Aid provides the list of students that are to receive the funds and a list is provided to IT to upload the funds and then the cards are produced. Since the funds on the cards are only available for a limited time period. The SVC plan term needs to be updated with the dates provided by Financial Aid.
- Update and maintain the meal plan and SV&C plan terms. The meal plans and some of the SV&C plans have terms associated with them. They have to updated at least on an annual basis or they will not work.
- Maintain and process door flags, which provide access to various doors, based on employee job functions or based on request from various supervisors. Depending on the request must determine if the request is appropriate or if it requires further approval. Flags can be for the full term of an employee's/student's time at the college or can require a removal at a time specified by the requestor.
- Process monthly journal entries for dining bucks, catering, Pepsi and Prestige vending.
- Reconcile and process journal entries for department monthly sales for Print Services, media Services, Health Services, Art Department, Zankel, Student Wellness, Post Office and various departments that use the card reader for various sales.
- Produce gift cards for the Skidmore Shop per their request and process the necessary journal entries.
- Process approx. 2,500 cards for reunion each year.
- Work with IT to resolve any issues the arise with the card system, card printer or lock issues.
- Order and maintain various card stock and ribbon and laminator needed to process cards.
- Print various backs for cards for the various types of cards issued.
- Assist Summer Programs with card production and meal plan processing.
- Processing refunds of funds left on account. This can be done through transfer to student account, transfer to payroll for processing, check request, cash refund or if the balance is low enough it can be written off and a journal entries processed.
Experience: 2 years in customer service or accounting
Pay range: $20.22 - $23.00 per hour
Required documents needed to apply:
- On-line application
- Cover Letter
- Resume
- List of Three References
Skidmore College is committed to being an inclusive campus community and, as an Equal Opportunity Employer, does not discriminate in its hiring or employment practices on the basis of race, color, creed, religion, gender, age, national or ethnic origin, physical or mental disability, military or veteran status, marital status, sex, sexual orientation, gender identity or expression, genetic information, predisposition or carrier status, domestic violence victim status, familial status, dating violence, or stalking, or any other category protected by applicable federal, state or local laws.
Employment at Skidmore College is contingent upon an acceptable background check result.
CREATIVE THOUGHT MATTERS.
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