Job Requisition Number: 27157. As part of the Division of Student Affairs, Business Operations shares the same core values of Access, Service and Engagement. These values help provide guidance in how we conduct our work and interact with students and staff. They form the basis for how we provide customer service to one another. Our mission is “We Serve those that Serve Students” and we embody this mission by providing administrative services that benefit our clients so they can spend their time in direct service to students. Examples of some of the benefits our clients receive from our integrated services include: •Cost savings •Process consistency and efficiency •Cross-collaboration •Silo” removal •Resource repository •Subject Matter Experts in key functions
When needed the Business Operations team also serves as an internal bridge for Student Affairs units to Campus Shared Services (CSS), Disbursements, Risk Services, Business Contracts & Brand Protection, Campus Legal Services, Central Human Resources, Office of the President, Physical Plant – Campus Services, Environmental Health & Safety, Parking and Transportation, Space and Capital Resources, Fleet Services, and Real Estate Services. Additionally, we identify performance metrics to engage in continuous improvement, optimize the use of technology and follow the principles of lean processing while ensuring interactions comply with established policies and procedures.
Accounts Receivables (Cashiering): •Accountable and responsible for knowing, disclosing and adhering to Campus Cashiering Policy (BUS 49), FERPA (Federal Family Education Right and Privacy Act), Campus Petty Cash Disbursements C-173-61 and RSSP Cashiering Policy and Procedures. •Ensure information is correctly disseminated to customers in all forms of communication (in-person, fax and email). •Generate credit and/or debits for the Division through phases such as cancellation, adjustments, refunds and transfers. Utilizing Universe, CSGold, Cal Student Central, Campus Solutions, Cybersource, WPPS, Stripe, BFS (Business Financial Services), KinetcX, StarRez, Student Affairs AR Solution, Check Tracking System (FAO) and CashPro. •Responsible for processing refunds for Cal Rentals, Summer Sessions, Application Fee, UVA (University Village Apartments) Recreation, Summer Visitor’s Housing, Non-residence Meal Plans, Conference Service Accounts, Career Fair, Security Deposits and Cal 1 Card Debit utilizing multiple applications. •Research and resolve complicated issues or problems, such as misapplied /incorrect billing and/or receivables. •Create refunds for all RSSP internal and external customers; residence, conference services, UVA recreation, boarders, etc. and administer stop payment if necessary with Disbursements •Manage unclaimed refunds for family, faculty and single student housing to ensure all attempts are made to reimburse clients •Void Universe and credit card transactions. Prepare CDS (Campus Depositing System) for daily office deposit using various departmental income and revenue chart-strings. •Reconcile CDS transactions to General Ledgers to ensure deposits are posted to correct Chart-strings. •Coordinate with Marketing and Information Technology to ensure cashier related information disseminated to customers is correct. •Coordinate with RHA (Resident Hall Assembly) and Residential Director with Office of Student Development and when necessary, Budget; Manage Hall Association payment. Research and analyze data to determine appropriate amounts to distribute to 7 hall accounts utilizing reports generated from BAIRS, Universe and BFS. •Coordinate returned checks from Bank of America with supervisor through verification processes. •Prepare and review CDS (Campus Deposit System) for daily office deposits using various departmental income and revenue chart-strings. Reconcile CDS transactions to General Ledgers to ensure deposits are posted to correct Chart-strings. •Ensure proper logging and processing of donor payments to the Financial Aid & Scholarships Office to the Check Tracking System (CTS). •Independently identify and resolve payment issues and problems by performing complex research that can often span across multiple systems •Serves as back-up to Billing and Collections specialist to perform collections duties for the Division as it relates to all non-student activities, ensuring aging balances are taken care of. •Verify, receive, and issue receipts for deposits from Sproul Hall campus clients and serve as primary point of contact for Loomis pickup.
Accounts Payable •Works with all Procurement card holders in the Division to reconcile, approve and educate card holders on procurement card polices to ensure compliance with the following policies as related to Business & Finance Bulletin 43, 79, 50 29 and 2. •Ensure that financial processing functions to pay vendors are performed with accuracy and that daily invoice processing runs smoothly. •Reconcile Fleet, IS&T and other internal payables to ensure compliance to policy is adhered to and proper charges to the department are accurate. •Work directly with campus partners (Campus Shared Services and Disbursements) to ensure timely payment to vendors so early payment discounts can be obtained for the Division. •Work through complex reconciliations between as many as 4 systems while maintaining a positive relationship with vendors, business partners and clients while communicating with them to troubleshoot issues with either payment for goods/services, goods not delivered as described, services not delivered per contract agreements or departmental policy violations. •Assist with complex and/or escalated department issues generally related to unintentional policy violations that require additional paperwork and weakened relationships with vendors for past due payments. •Audit, research and process invoices for the Division of Student Affairs. Ensuring adequate and correct information is obtained from clients and vendors to process invoices. •Process all Non Travel & Entertainment requests for the Division
Super User •As Super User, oversee new and current internal systems •Analyze processing procedures to ensure cashiers functions are in compliance to campus policies and procedures. Updating manuals to always reflect most current process •Communicate and provide feedback to Supervisor on the status of workload and ability to meet deadlines. •Act as Liaison between the committee(s), task force and cash unit at meetings. •Act as the “go to” person for cash unit for problems and to provide recommendations for changes to cashier functionality. •Responsible and accountable for reconciling cash can of $400 for each employee or student employee that worked the window. Reporting discrepancies to the Cashiers Supervisor. •Reconcile CDS transactions to General Ledgers to ensure deposits are posted to correct Chart-strings. •In the absence of the Supervisor, void cash and/or credit card transactions
Managing Student Staff •Hiring process; list position, interview and hire. •Train students on day-to-day transactional operations that need to be completed daily. •Assign daily tasks from ticketing system and ensure coverage is maintained at all times for the front desk •Monitor Performance of Student Team to ensure deadlines are met •Ensure coverage is maintained at all times for customer service area •Create Student Schedules that ensure needed coverage
Professional Development •Keep up to date with changes in Administrative and cashiering services •Participate in workshops, trainings and programs that update and hone employee’s skills.•Proactively identify, resolve and/or educate clients through effective communication •Intermediate Accounting and Computer Skills •Strong analytical and problem-solving skills sufficient to resolve and reconcile complex billing and payments activity •Ability to deal with and respond to challenging customer interactions. •Ability to work with diverse clientele at all levels of an organization •Strong communication and interpersonal skills to effectively respond to customers •Solid interpersonal skills, both verbally and written that demonstrates critical thinking, active listening, persuasiveness, advising and counseling skills to communicate effectively with all levels of staff. •Knowledge and ability to execute cash-handling practices and control. •Knowledge of state law regarding the return of tenants security deposits •Ability to independently exercise appropriate judgement in exceptional circumstances, and address priorities that constantly change •Ability to provide leadership in manager’s absence •Experience with MS Suite, data entry, reports and statistical data •Must be well-organized, detail-oriented and dedicated to completing work timely especially with frequent interruptions •Experienced project management skills, including the ability to independently research; review and assess a range of variables to define key issues; evaluate reasonable alternatives, and make logical recommendations and decisions. •Ability to prioritize workload and meet deadlines •Experience analyzing information and synthesize large amounts of data with strong attention to detail. •Possess skills necessary to establish excellent working relationship with students, staff and co-workers This position is governed by the terms and conditions in the agreement for the Clerical & Allied Services Unit (CX) between the University of California and Teamsters Local 2010. The current bargaining agreement manual can be found at: http://ucnet.universityofcalifornia.edu/labor/bargaining-units/cx/index.html
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