Coordinator Auxiliary Systems
Case Western Reserve University - Cleveland, OH

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POSITION OBJECTIVE

Working under limited supervision, function as the technical resource and advisor on financial matters and business systems as they relate to contract food service operation including meal plan allocation and billing, CaseCash, CaseCharge, contract Bookstore operation, vending, interdepartmental charge cards (IDC) Case off-campus dining program. This position is responsible for the financial integrity of Auxiliary Services internal processes and manages the auditing and reconciliation of financial information according to generally accepted accounting principles as well as ensures system integrity and administrative policy adherence in aforementioned areas. Work with a high degree of independence within the scope of the position to ensure financial accountability and outstanding customer relations with internal and external constituencies.

ESSENTIAL FUNCTIONS

  • Oversee financial transactions within the Blackboard and BBOne systems which include food service and related programming including: meal board plan, CaseCash, CaseCharge (payroll collections Commuter Advantage and employee charges), and interdepartmental charge cards (IDC).
  • Develop and maintain spreadsheets and databases to support forecasting and budget preparation for Auxiliaries. Analyze spending patterns, perform needs assessment, make projections, anlyze budget variances and recommend courses of action.
  • Manage and distribute university funds based on Blackboard system reports, sales reports and vendor invoice reports. These transactions have differing priority levels requiring daily, weekly and monthly activity. Report transactions, audit and payments to the numerous vendors both on and off campus who participate in the Blackboard program. Review and authorize payments to Bon App├ętit for board bills, catering and university subsidies. Manage vending commissions and distribute where appropriate.
  • Manage, reconcile sales and general ledger accounts associated with the auxiliary programs including agency (AGY) and payable (PYBL) accounts for purposes of revenue transfer to appropriate auxiliary accounts to cover expenses and debt service payments.
  • Maintain all hardware/software inventories and ensures equipment is in good repair. Liaise with Blackboard and Campus Services IT for any relevant software upgrades and patches.
  • Maintain the Blackboard database including report generation software and the associated functions to ensure the integrity of data.
  • Analyze, determine and resolve hardware and software problems on multiple platforms coordinating with vendors and campus departments as necessary to ensure swift problem resolution. Provide documentation on problem status, circumvention and resolution. Perform daily system checks on readers and administrative POS devices to ensure proper billing and transactional accuracy.
  • Plan and coordinate data updates with system administrators in campus services, housing and residence life, as well as the affiliated institutions of CIA and CIM. This requires a familiarity with point of sales (ePOS) systems such as Blackboard and Sequoia.
  • Manage operational procedures for affiliated institutions such as CIA and CIM that have students participating in the meal board plan, audit participation and generate accurate billing.
  • Serve as the customer service contact to provide information and interpret policies, procedures and meal plan for students/ parents/ staff for all aspects of Blackboard operations including meal plan selection and changes.
  • Manage the interface with telemetry network for all equipment including inventory of all equipment , the Mac addresses, static IP addresses and physical locations.
  • Work collaboratively with the managers of dining, Student Affairs, Housing, Bursar's office and other partner vendors in performance of job duties.
  • Serve as the point of contact for vendors using Blackboard. Design and copy reports and provide training so vendors can run and audit their own Blackboard transactions. Serve as the accounting liaison for vendors to coordinate billing and payments. Serve as the point of contact for students and parents with questions and concerns in areas administered in Auxiliary Services. Resolve issues on behalf of management.
  • Identify areas of concern and deals proactively in problem resolution. Develop and implement department policies and procedures.


  • NONESSENTIAL FUNCTIONS

    Manage special projects as assigned.

    CONTACTS

    Department: Daily contact with other Auxiliary Services support staff, dining facilities manager and director. Works with Campus Services IT for system administration of Blackboard and related severs and equipment.

    University: Daily contact with various administrative departments such as Bursar, Purchasing, Accounts Payable and General Accounting. Frequent contact with Student Affairs personnel including Housing, Student Affairs, IT, and administrator of Free Access Program.

    External: Daily contact with primary vendors and contractual partners (Bon Appetit, Wackadoos, Barnes and Noble) and frequent contact with other vendors such as AVI, Pepsi to solve problems and assures cooperative relations and accurate accounts are maintained.

    Students: Frequent contact with students and student groups.

    SUPERVISORY RESPONSIBILITY

    No direct supervision of staff employees

    QUALIFICATIONS

    Experience: 3 to 5 years of experience in accounting, audit or finance, preferably in a nonprofit or academic environment.

    Education: Bachelor's degree required. College courses in Business Administration, IT systems administration or Accounting preferred.

    REQUIRED SKILLS

  • Proven experience in Accounts Payable, Accounts Receivable, Purchasing, expense allocation and general ledger reconcilement.
  • Strong working knowledge of the database management and design. Ability to generate complex reports to maintain the integrity of both functional and financial information.
  • Strong working knowledge of other university databases and software programs including but not limited to PeopleSoft Financials, HARLD, and student accounts system, (SIS).
  • Computer proficiency (including Microsoft Windows and Microsoft Office). Must have advanced Excel skills.
  • Familiar with Blackboard or similar student database systems, and PeopleSoft preferred.
  • Familiar with crystal reporting, web design and social media marketing desirable.
  • Strong organizational skills.
  • Ability to exercise independent judgment and skill in managing several diverse projects simultaneously.
  • Good problem solving/analytical skills. Ability to analyze multiple sources of data to accurately reconcile general ledger. Ability to apply logic to systems and processes. Highly developed reasoning skills.
  • Ability to be flexible and to adapt to a changing work environment.
  • Strong attention to detail and documentation.
  • Excellent interpersonal skills; customer service orientation.
  • Strong mathematical aptitude.
  • Highly motivated self-starter continuously seeking to improve business processes.
  • Ability to prioritize and handle multiple projects in fast-paced and changing environment. Ability to meet deadlines under pressure.


  • WORKING CONDITION

    Typical office setting. The employee will perform repetitive motion using computer mouse and keyboard to type.

    Diversity Statement

    In employment, as in education, Case Western Reserve University is committed to Equal Opportunity and Diversity. Women, veterans, members of underrepresented minority groups, and individuals with disabilities are encouraged to apply.

    Reasonable Accommodations

    Case Western Reserve University provides reasonable accommodations to applicants with disabilities. Applicants requiring a reasonable accommodation for any part of the application and hiring process should contact the Office of Inclusion, Diversity and Equal Opportunity at 216-368-8877 to request a reasonable accommodation. Determinations as to granting reasonable accommodations for any applicant will be made on a case-by-case basis.

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