University of Washington
PROGRAM COORDINATOR
University of Washington, Seattle, Washington, us, 98127
Benefits: As a UW employee, you will enjoy generous benefits and work/life programs. For a complete description of our benefits for this position, please visit our website, click here.PROGRAM COORDINATOR
As a UW employee, you have a unique opportunity to change lives on our campuses, in our state and around the world. UW employees offer their boundless energy, creative problem-solving skills, and dedication to build stronger minds and a healthier world.
Housing & Food Services (HFS) supports over 10,000 student residents and operates 40+ dining locations on campus. With a team of over 1,200 staff and students, HFS is dedicated to enhancing student life through teamwork and excellent service.
In Housing & Food Services, our DEI statement reads: HFS will become an organization that prioritizes inclusive workplace communities, centered on belonging and opportunity for all staff. All HFS staff must accept responsibility to identify and interrupt biases, privilege, barriers, and power dynamics. We challenge ourselves to engage in open dialogue, active listening, and empathic learning.POSITION PURPOSEServes as an integral member of the campus card office team. Provides front-line customer service to members of the University community in campus stored value account management services and University Photo Identification (ID) card issuance services in a fast-paced environment. Interpret, apply, and communicate prescribed University policies and procedures in the issuance and replacement of identification cards and declining balance cards for students, faculty, staff, retirees and visitors.
The system consists of the Husky Card Account, a convenient debit account for all students and employees, the Resident Dining Account, a debit account for students living in the residence halls, other campus stored value accounts utilized by various members of the University community, the University of Washington photo identification card (Husky Card), and a variety of campus services accessible through the card, such as the U-PASS program. This is a system unique to the University of Washington and Housing & Food Services with its own policies and procedures. The position’s responsibilities include performing assigned accounts management duties, ID production functions, producing reports, and executing cashier, billing and reconciling operations.DUTIES AND RESPONSIBILITIESImplement daily operations which include opening/closing procedures, copy/printing, inventory, record-keeping, and processing payments using a POS register.Respond to in-person, phone and email inquiries and requests regarding the various functions of the Husky Card, including the U-PASS, campus stored value accounts, access to buildings, etc.Manage the office ProCard and e-Procurement supply orders and assist in reconciling charges each month.Provide operational and administrative support as needed to ensure efficient production by the ID office.Coordinate a variety of special card accounts for groups such as athletes, residential life, departments, conferences, Dawg Prints, and test cards. Prepare cards and set up accounts in the Transaction System.Administer the Guest Meal Card Program; work with visiting groups, create and load cards, process billing.Assist with conference meal plan accounts including opening, adjusting, closing and auditing conference dining, board plan, and laundry accounts. Prepare closing conference reports.Assist in the quarterly funding of residential student dining plans. Process on-going dining level changes, cancellations, new move-ins, and vacates. Post charges and credits to the Housing Management System.Coordinate the employee automatic payroll deduction Husky Card Account deposits.Process Husky Card Account refunds. Issue credit card refunds through TouchNet and prepare check/direct deposit requests for approval by the Husky Card Office Manager.Process debit account corrections and charges received from Food Service Managers and other Husky Card Account locations, as well as post offline transactions to cardholder accounts.Process and bill for departmental Award Account requests and the UW Medicine on-call meal reimbursement program deposits.Reconcile the Transaction System and the TouchNet online deposits daily.Produce daily and monthly sales reports for debit card accounts as requested.Perform month-end financial procedures, i.e. provide summary account reports, submit Journal Entry sales revenue transfers, bill for departmental service fees, etc.Perform front-line card issuance services and assist in the printing, mailing, and billing of new and replacement photo IDs and departmental badges.Serve as a campus card informational resource for the University. Interpret and apply policies and procedures.Review and approve online photo submissions.Assist in coordinating the lost & found card process.Perform monthly charges via ISD in Workday for badges, ID cards, etc.Process and audit employee payroll deduction replacement fee charges with UW Payroll.Perform month-end inventory of card stock and card holder supplies. Track total monthly card print counts.Order ribbon and laminate printing supplies for all ID office locations.Troubleshoot, perform or coordinate the maintenance and repair of ID production and other card reader equipment.Other related duties as assigned.SUPERVISION RECEIVEDWorks under general direction where work assignments are performed in accordance with guidance provided by supervisor. The employee plans and organizes the work, determines the work methods which will be used and assists in determining priorities and deadlines. Completed work is reviewed in terms of the employee’s effectiveness and accuracy in producing results.POSITION DIMENSIONSThis position will require the successful candidate to interact with students, faculty, staff, retirees, and visitors, reflecting a strong knowledge of the policies and procedures of the university card program, HFS stored value accounts, and associated campus services such as the U-PASS. The Program Coordinator will provide front-line customer service to account holders and prospective enrollees in a fast-paced environment. This requires a high degree of PC skills and ability to troubleshoot accounts while navigating through multiple web applications, electronic records, and maintaining amicable relations with customers and other UW departments. Work schedule during the week before and up to the first two weeks of the new quarter may vary, depending upon anticipated needs of the unit.MINIMUM REQUIREMENTSHigh school graduation or equivalent AND two years of experience in campus student services OR equivalent education/experience.ADDITIONAL REQUIREMENTSCandidates must possess excellent customer service skills, strong attention to detail and organization, and an ability to maintain a calm demeanor during high-stress and challenging situations.DESIRED QUALIFICATIONSFamiliarity with transaction systems, Instant ID, SharePoint, OneDrive.CONDITIONS OF EMPLOYMENTA satisfactory outcome from criminal background verification is required prior to hire.Membership in the Service Employees International Union (SEIU).Committed to attracting and retaining a diverse staff, the University of Washington will honor your experiences, perspectives and unique identity. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable and welcoming.To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or dso@uw.edu.Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law.
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As a UW employee, you have a unique opportunity to change lives on our campuses, in our state and around the world. UW employees offer their boundless energy, creative problem-solving skills, and dedication to build stronger minds and a healthier world.
Housing & Food Services (HFS) supports over 10,000 student residents and operates 40+ dining locations on campus. With a team of over 1,200 staff and students, HFS is dedicated to enhancing student life through teamwork and excellent service.
In Housing & Food Services, our DEI statement reads: HFS will become an organization that prioritizes inclusive workplace communities, centered on belonging and opportunity for all staff. All HFS staff must accept responsibility to identify and interrupt biases, privilege, barriers, and power dynamics. We challenge ourselves to engage in open dialogue, active listening, and empathic learning.POSITION PURPOSEServes as an integral member of the campus card office team. Provides front-line customer service to members of the University community in campus stored value account management services and University Photo Identification (ID) card issuance services in a fast-paced environment. Interpret, apply, and communicate prescribed University policies and procedures in the issuance and replacement of identification cards and declining balance cards for students, faculty, staff, retirees and visitors.
The system consists of the Husky Card Account, a convenient debit account for all students and employees, the Resident Dining Account, a debit account for students living in the residence halls, other campus stored value accounts utilized by various members of the University community, the University of Washington photo identification card (Husky Card), and a variety of campus services accessible through the card, such as the U-PASS program. This is a system unique to the University of Washington and Housing & Food Services with its own policies and procedures. The position’s responsibilities include performing assigned accounts management duties, ID production functions, producing reports, and executing cashier, billing and reconciling operations.DUTIES AND RESPONSIBILITIESImplement daily operations which include opening/closing procedures, copy/printing, inventory, record-keeping, and processing payments using a POS register.Respond to in-person, phone and email inquiries and requests regarding the various functions of the Husky Card, including the U-PASS, campus stored value accounts, access to buildings, etc.Manage the office ProCard and e-Procurement supply orders and assist in reconciling charges each month.Provide operational and administrative support as needed to ensure efficient production by the ID office.Coordinate a variety of special card accounts for groups such as athletes, residential life, departments, conferences, Dawg Prints, and test cards. Prepare cards and set up accounts in the Transaction System.Administer the Guest Meal Card Program; work with visiting groups, create and load cards, process billing.Assist with conference meal plan accounts including opening, adjusting, closing and auditing conference dining, board plan, and laundry accounts. Prepare closing conference reports.Assist in the quarterly funding of residential student dining plans. Process on-going dining level changes, cancellations, new move-ins, and vacates. Post charges and credits to the Housing Management System.Coordinate the employee automatic payroll deduction Husky Card Account deposits.Process Husky Card Account refunds. Issue credit card refunds through TouchNet and prepare check/direct deposit requests for approval by the Husky Card Office Manager.Process debit account corrections and charges received from Food Service Managers and other Husky Card Account locations, as well as post offline transactions to cardholder accounts.Process and bill for departmental Award Account requests and the UW Medicine on-call meal reimbursement program deposits.Reconcile the Transaction System and the TouchNet online deposits daily.Produce daily and monthly sales reports for debit card accounts as requested.Perform month-end financial procedures, i.e. provide summary account reports, submit Journal Entry sales revenue transfers, bill for departmental service fees, etc.Perform front-line card issuance services and assist in the printing, mailing, and billing of new and replacement photo IDs and departmental badges.Serve as a campus card informational resource for the University. Interpret and apply policies and procedures.Review and approve online photo submissions.Assist in coordinating the lost & found card process.Perform monthly charges via ISD in Workday for badges, ID cards, etc.Process and audit employee payroll deduction replacement fee charges with UW Payroll.Perform month-end inventory of card stock and card holder supplies. Track total monthly card print counts.Order ribbon and laminate printing supplies for all ID office locations.Troubleshoot, perform or coordinate the maintenance and repair of ID production and other card reader equipment.Other related duties as assigned.SUPERVISION RECEIVEDWorks under general direction where work assignments are performed in accordance with guidance provided by supervisor. The employee plans and organizes the work, determines the work methods which will be used and assists in determining priorities and deadlines. Completed work is reviewed in terms of the employee’s effectiveness and accuracy in producing results.POSITION DIMENSIONSThis position will require the successful candidate to interact with students, faculty, staff, retirees, and visitors, reflecting a strong knowledge of the policies and procedures of the university card program, HFS stored value accounts, and associated campus services such as the U-PASS. The Program Coordinator will provide front-line customer service to account holders and prospective enrollees in a fast-paced environment. This requires a high degree of PC skills and ability to troubleshoot accounts while navigating through multiple web applications, electronic records, and maintaining amicable relations with customers and other UW departments. Work schedule during the week before and up to the first two weeks of the new quarter may vary, depending upon anticipated needs of the unit.MINIMUM REQUIREMENTSHigh school graduation or equivalent AND two years of experience in campus student services OR equivalent education/experience.ADDITIONAL REQUIREMENTSCandidates must possess excellent customer service skills, strong attention to detail and organization, and an ability to maintain a calm demeanor during high-stress and challenging situations.DESIRED QUALIFICATIONSFamiliarity with transaction systems, Instant ID, SharePoint, OneDrive.CONDITIONS OF EMPLOYMENTA satisfactory outcome from criminal background verification is required prior to hire.Membership in the Service Employees International Union (SEIU).Committed to attracting and retaining a diverse staff, the University of Washington will honor your experiences, perspectives and unique identity. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable and welcoming.To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or dso@uw.edu.Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law.
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