Thank you for considering Student & Financial Services, a unit within Housing & Food Services at the University of Washington—Seattle.
At the University of Washington, diversity is integral to excellence. We value and honor diverse experiences and perspectives, strive to create welcoming and respectful learning environments, and promote access, opportunity and justice for all.
HFS provides on-campus housing to over 10,000 student residents and operates over 40 dining and café locations that serve the entire campus community. In order to successfully accomplish this, we employ over 1,200 students, classified and professional staff members who work throughout HFS, providing residential and dining services to the campus. As reflected in our mission statement—working together to enhance student life—teamwork and service to our students and customers are at the heart of our business.
PURPOSE Oversee and manage the user aspects of all Student Services Office (SSO) systems and applications and their integration with HFS and University systems. This position is responsible for exercising independent judgment in interpreting and applying rules and regulations as they relate to data and system maintenance. This position supports HFS operations and ensures that Student Services activities conform to institutional, department, state and federal policies and/or regulations. SSO systems include, but are not limited to: CBORD Housing Management System (HMS), MS Dynamics GP ERP, Catalyst, SSO Google Drive, Student and Desk Services SharePoint sites, department’s central email box. Play a key role in any upcoming department or university system replacement or additions.
This position is also responsible for ensuring accurate data in HMS and creating, analyzing and updating reports for the Student Services Office.
Systems: •Provide technical expertise and lead coordination of all activities related to analysis, design, application support, implementation, training and support for all existing and future SSO systems. •In consultation with supervisor, utilize decision-making authority to allocate resources and establish policies, methods, and procedures for HFS Student Services Systems. •Serve as subject matter expert of the Housing Management System. oOversee systems operations for the housing management database including application building and maintenance, system testing, system utilization and training. oTrain systems personnel and users in all facets of systems, including structural concepts, input/output methods, transaction processes, and policy requirements. oDevelop, document and maintain user manuals and operating procedures for systems; interpret and apply system policies and procedures in resolution of user problems and inquiries. oCreate automatic assignment and self-selection rules to ensure that department assignment policies are adhered to. oAssign residents using the HMS automatic assignment module and assist with post-assignment auditing. oCoordinate with management, technical staff, and users to establish, design, and test requirements for multiple system interfacing; develop edits to assure program accuracy. •Respond to and provide direct support for system issues reported by users; work closely and collaboratively with HFS IT and SMEs in troubleshooting issues and make recommendations for solutions. •Lead and participate in the development and execution of change management plans, testing plans, feasibility studies, and work breakdown structures. •Liaise with users, HFS IT and third party vendors of SSO software systems through planning, implementation, upgrade and production phases. •Ensure that policy and procedures related to position are documented and maintained. •Ensure student data is accurately input into systems and ensures all records are up to date. •Develop and execute audit plan to ensure data accuracy and integrity and communicate with stakeholders to ensure that policies and procedures are maintained in order to ensure complete and accurate data in systems. •Maintain current on policies, procedures, regulations and technology and propose mitigation plans. •Anticipate changing business needs and implement continuous analysis to support process transformation. oIdentify ways to maximize use of data in support of key activities. oAnalyze unit’s activities and trends and compares against best practices. •Assist in short- and long-range planning, and achieving unit and Departmental goals and objectives. •Identify items needing improvement and makes recommendations for changes. •Works with other HFS stakeholders and leadership to determine prioritization and implementation scheduling. •Work independently without direction, follow through on all assignments, and ensure work is complete, accurate, and submitted in a timely manner. •Develop effective reporting tools. Prepare routine reports weekly, quarterly, and annually. •Oversee occupancy management and reporting strategies and ensure the timely and accurate production of housing reports, assessment and analytics. •Assist with reviewing external and internal publications for accuracy and clarity. •Attend special events and serve on Department and/or University committees as assigned. •Perform other duties as assigned.
Accounts supervision: •Direct supervision of one Program Coordinator. •Oversee billing and collections for residence halls, single-student apartments, and family housing, ensuring accuracy and timely follow-up on past-due accounts. •Review and reconcile student accounts. •Review credit balances and approve student refunds. •Work with other UW Departments to coordinate student billing and payment. Departments include Athletics, Financial Aid and various academic departments.
POSITION COMPLEXITIES This position requires an understanding and recognition of the University’s complex and decentralized environment, and how to communicate and coordinate activities with multiple university units and systems. Systems impact record keeping and integrity of data regarding HMS. Systems also impact Department relationships with students and campus colleagues.
WORKING CONDITIONS Regular Monday through Friday office hours with occasional hours required for special projects and emergencies.
REPORTS TO Position works under general direction of Assistant Director of Student and Desk Services. This position will also work closely with and receive direction from the HFS Student and Financial Services Business Systems Analyst. Works independently to meet supervisors, unit and departmental goals and objectives.
MINIMUM QUALIFICATIONS •A bachelor's degree and four years of professional university housing management. •Demonstrated experience working with databases. •Experience managing and making decisions in a complex environment. •Ability to work effectively in a fast-paced, development-oriented environment while maintaining excellent working relationships with faculty, staff, students and families. •Excellent oral and written communication and presentation skills. •A track record of fostering a positive work environment. •Creativity and resourcefulness with a high degree of flexibility. •Excellent administrative, financial, organizational and problem-solving skills •Commitment to continuous improvement of business operations.
Equivalent combinations of education and experience may be considered.
DESIRED QUALIFICATIONS •Experience in a university housing office. •Experience in software and web application management at a public institution of higher education.
CONDITIONS OF EMPLOYMENT •A satisfactory outcome from the employment verification and reference check processes is required prior to hire.
Application Process: The application process for UW positions may include completion of a variety of online assessments to obtain additional information that will be used in the evaluation process. These assessments may include Work Authorization, Cover Letter and/or others. Any assessments that you need to complete will appear on your screen as soon as you select “Apply to this position”. Once you begin an assessment, it must be completed at that time; if you do not complete the assessment, you will be prompted to do so the next time you access your “My Jobs” page. If you select to take it later, it will appear on your "My Jobs" page to take when you are ready. Please note that your application will not be reviewed, and you will not be considered for this position until all required assessments have been completed.
Founded in 1861, the University of Washington is one of the oldest public institutions in the west coast and one of the preeminent research universities in the world. The University of Washington is a multi-campus university comprised of three different campuses: Seattle, Tacoma, and Bothell. The Seattle campus is made up of sixteen schools and colleges that serve students ranging from an undergraduate level to a doctoral level. The university is home to world-class libraries, arts, music, drama, and sports, as well as the highest quality medical care in Washington State and a world-class academic medical center. The teaching and research of the University’s many professional schools provide undergraduate and graduate students the education necessary toward achieving an excellence that will serve the state, the region, and the nation. As part of a large and diverse community, the University of Washington serves more students than any other institution in the Northwest.