Coordinator Housing & Dining Administrative Services - University Housing & Dining

TITLE

Coordinator, Housing & Dining Administrative Services

JOB SUMMARY

The primary purpose of this position is to manage, maintain and reconcile departmental and student budgets; coordinate with assistant directors and residence directors on purchases and the best use of funds, along with check requests, payment of vendors, and student workers; makes recommendations on purchases for review and/or consideration; tracks travel and operational expenditures for student budgets and campus budgets; records, compiles and summarizes data using established format; complies and organizes information to develop reports and data. Work is performed under general supervision and performance evaluation is based upon completion of assignments and results obtained. The performance evaluation is conducted through the performance evaluation system and in accordance with the University Policies & Procedures.

ORGANIZATIONAL RELATIONSHIPS

Reports to: Assistant Director of Housing Administrative Services

Supervises: No supervisory responsibilities

ESSENTIAL DUTIES - May include, but not limited to the following:

• Manages the daily financial activities of the enterprise, which includes billing, budget preparation and control, accounting, purchasing, and business planning and management; ensures compliance with university policies and procedures, state, and federal regulations.

• Coordinates, designs, and implements internal financial reporting systems, financial controls, and management information systems in coordination with the automated financial reporting systems of the university.

• Develops and implements systems and processes to establish and maintain records for the operating unit.

• Prepares, in conjunction with the budget office, budget requests, operating budgets, and formal budget revisions as required.

• Manages cash, cash-related receipts, accounts receivable and credit and collection functions, ensuring timely processing of billings, payments, and collection of program revenue.

• Maintains current information as to trends and developments in business.

• Coordinates financial aspects of research proposals, contracts, and sub-contracts, including the development of budget, proposal preparation, and adherence to funding requirements; serves as a liaison with university administrators, state, federal, and private funding sources.

• Participates in development, implementation and maintenance of policies, objectives, short-and long-range planning; develops and implements projects and programs to assist in accomplishment of established goals.

• Creates management accounting reports, and special reports, as needed or requested.

• Facilitates process improvements including but not limited to account management and reconciliation, and document workflow.

• Analyzes annual budgets for all fund types incorporating historical data, current activities and anticipated activities to forecast budgets for fiscal year.

• Develops plans based on forecast to meet objectives of department and allocate budget accordingly.

• Develops, modify and implement policies to achieve compliance with university requirements, State requirements.

• Serves as a key point of contact for University Housing to facilitate understanding and/or assist Department and University accounting staff with complex or difficult issues.

• Works directly with University Housing and Residence Life colleagues to ensure accurate administrative and financial records for all residential students.

• Coordinates the departmental purchasing process. This indicates initiating new purchase orders, verifying account numbers, tracking purchase orders before and after return from purchasing, processing completed purchase orders for payment, and handling both oral and written communication with companies in regards in regard to purchases made through the Department of University Housing.

• Maintains, checks, and tracks the income and expense records for the various housing accounts.

• Processes Clubhouse applications, registration payments, and CCS payments, maintaining a data base of all participants and their payment status.

• Corresponds with parents of the Clubhouse regarding their payment status.

• Facilitates billing and accounts receivable processes for guest housing and facility reservations.

• Maintains confidential files for University Housing.

• Provides supervision and support, in conjunction with the Office Manager, for the ongoing maintenance for Housing filing system and records retention program for the department.

• Serves as the primary back-up person for voice mail and message retrieval and response for the University Housing telephone and e-mail accounts.

• Maintains availability on all opening and closing weekends, as well as final exam weeks, for the fall, spring, and summer semesters, and assist staff with coordination and implementation of the resident check-in and check-out process.

• Attends, participates in, and provides support to all training, in-services, workshops, staff retreats, departmental or supervisor staff meetings, and/or University committees or Task Forces as requested.

• Oversees finance, accounting and budget activity for Dining services.

• Runs audit reports between THD housing management system and PCS.

• Reaches out to students not using meal plans to check for food insecurities.

• Communicates with meal plan participants regarding exemptions, cancellations, plan changes, balances, plan usage, etc.

• Audits invoices from Chartwells for matching number of students per plan.

• Processes Sale/Void slips for discrepancies daily.

• Keeps other areas (marketing) updated with meal plan specifics/changes.

• Sends staff meal plan information to HR for processing.

• Creates and updates student staff meal plan scholarship reports for Financial Aid.

• Works closely with the Executive Director of Housing & Dining, Director of Dining Services, and Dining Services Office Manager to ensure accounting issues are identified and business processes are documented.

• Shares support for oversight of the general ledger ("GL"), including coordinating with staff to ensure integrity of GL accounts, review and approval of GL journal entries, review and reconcile GL discrepancies.

• Serves as Housing liaison and provides oversight of CBORD ODYSSEY PCS Dining management system.

• Adds dining plans to student accounts.

• Collaborates with ID services for meal plan set up and bulk load of plans prior to semester start.

• Performs a key role as administrator and/or user of other information systems/programs that affect the general accounting and student financial information databases (THD & PCS).

ADDITIONAL DUTIES

• Performs other duties as requested.

EDUCATION

Bachelor's degree in a related business function; or an equivalent combination of training and experience.

EXPERIENCE

Minimum of five years of administrative experience involving planning and managing a business or educational program, or an equivalent combination of training and experience is preferred.

REQUIREMENT

Regular and reliable attendance at the University during regular scheduled days and work hours is an essential function of this position.

All employees share the responsibility of maintaining information security and privacy requirements within the university by adhering to Federal and State regulations, and TWU Policies & Procedures.

KNOWLEDGE, SKILLS, AND ABILITIES - The following are essential:

• Knowledge of Colleague and The Housing Director housing management system (THD) or an equivalent system.

• Excellent analytical and organizational skills.

• Excellent written and oral communication skills.

• Ability to work independently with little or no supervision.

• Ability to see a project through.

• Ability to meet multiple deadlines.

• Knowledge of business agreements, contracts and vendors.

• Knowledge of office management or administration.

• Ability to use office equipment and personal computer including university software and email.

PHYSICAL DEMANDS

The physical demands described in the Essential Duties and below are representative of those that must be met by an employee to successfully perform the essential duties of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties.

The employee may be required to travel. The employee is required to work weekends.

WORK ENVIRONMENT

All employees are responsible for maintaining an environment that is free from discrimination, intimidation, harassment, including sexual harassment. Work is normally performed in a typical interior work environment.

SAFETY

TWU promotes a safe working environment. Employees are responsible for completing assigned tasks safely and efficiently, and supervisors are responsible for creating and maintaining a safe work environment. Employees must report any unsafe work conditions or practices, as well as any near-miss incidents, to their supervisor and Risk Management. Supervisors and employees should ensure that injury/accident reports are submitted to the Office of Human Resources and Risk Management within 24 hours of the incident.

The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

Texas Woman's University strives to provide an educational environment that affirms the rights and dignity of each individual, fosters diversity, and encourages a respect for the differences among persons. Discrimination or harassment of any kind is considered inappropriate.

Texas Woman's University is committed to equal opportunity in employment and education and does not discriminate on the basis of race, color, religion, gender, sex, sexual orientation, ethnic origin, age, veteran's status, or against qualified disabled persons.

All positions at Texas Woman's University are deemed security sensitive requiring background checks.

If you are a male between the age of 18 and 25, federal law requires that you must be registered with the U.S. Selective Service System, unless you meet certain exemptions under Selective Service law. Under HB 558, enacted by the 76th Texas State Legislature, if you are currently of the age and gender requiring registration with Selective Service, but knowingly and willfully fail to do so, you are ineligible for employment with an agency in any branch of Texas state government. For additional information regarding registration or status, you can contact the Selective Service System at 847-688-6888 or www.sss.gov.