Assistant Director of Auxiliary Services

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Department

Auxiliary Services

Job Summary

The Assistant Director of Auxiliary Services owns the day-to-day financial and operational throughput of Auxiliary Services: including deposits, interdepartmental billings, accounts receivable, requisitions and purchase orders, vendor commissions, mail chargebacks, budgets, and meal plan activations. The position oversees contract review, serves as the first-line responder for policy and customer service questions, and drives recurring reconciliations that keep the unit’s records accurate and current.

The Assistant Director supervises the University Center Business Office administrative assistant and student workers and represents the Director in routine financial and operational matters during the Director’s absence.

Job Description

Auxiliary Services Financial Operations

• Process interdepartmental billings and check requests for contract vendors covering meal plans, catering, bookstore purchases, financial aid purchases, scholarship charges, third-party commissions, and other miscellaneous transactions; resolve related errors and vendor disputes as they arise.

• Own the deposit pipeline end-to-end: prepare, reconcile, and clear deposits on a recurring cadence across all revenue streams, including vending and campus booking revenues, bookstore and campus dining rent, PO box and ATM rentals, University Center room rentals, miscellaneous fees, third-party vendor commissions, rooftop lease revenues, and other university-contracted rentals overseen by Auxiliary Services.

• Own the requisition and purchase-order pipeline for Auxiliary Services. Develop specifications and prepare requisitions for services, equipment, supplies, and permits across unit areas including direct mail processing, postal meter replenishment, US postal permits, and supplies and equipment required for the University Center, Campus Dining, and other auxiliary units; maintain steady-state throughput.

• Own the commissions-records process: track, reconcile, and close out third-party vendor commissions on a recurring schedule.

• Own interdepartmental mail chargebacks (bulk and first class): reconcile monthly, prepare billings, and resolve disputes.

• Develop, present, and oversee financial budgets as directed by the Director to ensure all financial processes align with departmental and university objectives; monitor and maintain running totals of expenditures, including utilities, insurance, and phone accounts.

• Monitor accounts receivable across Auxiliary Services functions including dining, bookstore, vending, room rentals, commissions, and other departmental revenue streams, tracking

• outstanding balances, following up on overdue amounts, and coordinating with campus partners and vendors to ensure timely collection.

• Maintain accurate accounting records and ensure record retention compliance.

• Maintain petty cash accounts; manage vending refund requests and report malfunctioning vending equipment.

• Process and disburse all unclaimed mail.

Operations Ownership & Customer Service

• Own the contract review process from initial draft through execution for Auxiliary Services agreements, coordinating with Purchasing, Legal, and the Director.

• Serve as the first-line responder for Auxiliary Services policy and customer service questions from campus partners, tenants, and students – including vending refunds, mailbox issues, and meal plan inquiries – resolving routine matters independently and escalating only exceptions to the Director.

• Identify and drive operational improvements across Auxiliary Services workflows, including deposits, commissions, mail chargebacks, meal plans, and vending; propose and implement standardized, AI-assisted processes where appropriate.

• Own meal plan activations: daily processing through the first 21 days of each term, then semi-weekly thereafter; coordinate with Chartwells and the