Coordinator, Hatter1Card Services & Residential Business Operations CL6925

Coordinator, Hatter1Card Services & Residential Business Operations CL6925

Company:
Stetson University

Job Location:

Category:
Residence Life and Housing

Type:
Full-Time

Salary: Depends on Qualifications

Location: DeLand, FL

Job Type: Full-Time Staff

Division: Campus Life & Student Success

Department: Residential Living & Learning

Closing Date:
Continuous

FLSA:
Non-Exempt

Bargaining Unit:
N/A -- Pay Grade: 04

Job Description

This position is primarily responsible for the day-to-day operations, coordination of product, services, and maintenance of the University Hatter1Card Services. This role's responsibilities include, but are not limited to, issuing campus identification cards, processing meal plans and Hatterbucks, and coordinating residence hall security access in conjunction with IT and Public Safety. This position leads financial and budget services for Residential Living & Learning and supports business operations of administrative functions for housing operations.

Residential Living and Learning utilizes a residential curricular approach to enrich student learning and foster inclusive and engaging communities. Through this framework, a defined set of learning goals and outcomes guide our team to stay focused on the established Educational Priority: As a result of living on campus, Residential students will develop their personal growth, independence, social responsibility, and sense of belonging.

Essential Job Functions and Responsibilities:

Employment duties include, but are not limited to:

• Oversee the development, enhancement, and management of university ID card database systems, including provisions for system backups, maintenance, database integrity, and data security
• Manage the issuance and replacement of all campus ID cards in various card systems
• Assign and adjust meal plans and Hatterbucks for students and coordinate information with University dining services provider
• Manage cash, cash-related receipts, accounts receivable, credit functions, and office revenue for Hatter1Card operations
• Maintain and update Hatter1Card webpages, communications, policies, and social media education
• Serve as a primary liaison with software and hardware vendors to ensure quality user experience, resolution of problems and issues, and compliance with contractual obligations
• Responsible for daily department budgetary tasks such as purchasing, requisitions preparation; managing department purchase orders, internal/external invoices, contracts, tracking all departmental budgets, petty cash, journal reconciliation in Banner, and make travel arrangements for department staff
• Maintain the operational, training, and residential programming budget tracking system
• Maintain departmental information, users, and access to university software including S2 access control system
• Lead S2 access management at beginning and end of terms (activate and deactivate, discrepancy reporting)
• Serve as the primary point of contact with all hardware and software vendors related to the campus card and meal plan technology
• Audit and maintain database integrity and troubleshoot cardholder problems
• Implement and preserve internal business processes, forms, and documents
• Work closely with university offices (especially IT, Dining Services, Public Safety, One Stop, and Facilities) to ensure system integrity with respect to all data, transactions, and communications
• Serve as the department budget liaison and participates in the development of annual operating budgets
• Manage billing processes for housing operation processes including extended stay, residency exemptions, animal friendly fees, and associated discrepancy reporting
• Assist with Housing Operations and Administrative Services processes during high traffic times
• Assist the Assistant Director of Assignments, Data and Logistics in the management of billing functions relating to room assignments, housing selection, room change, and room inspections processes as it relates to the MyHousing housing software
• Perform other administrative services position specific functions as assigned

Required Knowledge, Skills, and Abilities:

The knowledge, skills, and abilities for this role include:

• Experience with budget planning and regular auditing
• Ability to work independently with a high degree of initiative and collaboration as a part of a small and innovative team
• Maintain a positive outlook and motivated to learn new skills and technologies
• Clear communicator with ability to convey information in a concise manner
• Able to maintain confidentiality and monitor appropriate information security measures
• Strong interpersonal skills with ability to establish and maintain effective working relationships with department stakeholders (e.g., students, staff, faculty, alumni, vendors, etc.)
• Outstanding organizational skills with ability to work without supervisory intervention
• Able to work well under pressure and multi-task effectively; must be flexible and adaptable to changing conditions
• Demonstrated ability to connect and build meaningful relationships with diverse identities
• Understanding of privilege, power, marginalization, and oppression and how those manifest personally, interpersonally, structurally, and institutionally
• Ability to walk and climb stairs; many buildings have multiple floors with stairs and no elevators

Required Qualifications:

This position requires:

• High school diploma or equivalent
• Three years of office management, customer service, and budget experience
• Demonstrated commitment to justice, equity, diversity, and inclusion
• Basic computer skills and experience with Microsoft Office Suite including Outlook, Word, Excel, and Power Point.
• Ability to attain Microsoft Office Excel Certification within first six months
• Ability to work occasional department special events that occur during evenings and/or weekends

Ideal Candidate Qualifications:

• Some college experience
• Ability to develop systems solutions for operational problems
• Intermediate experience with Microsoft Office Suite including Outlook, Word, Excel, and Power Point
• Desire to work within a team of professionals to create and maintain an effective residential living program

Work Environment:

Work is generally performed in a well-lit, temperature-controlled indoor environment with occasional exposure to the outdoors or any number of elements.

Work authorization sponsorship may be available for this position. However, sponsorship is contingent upon the non-applicability of the visa petition fees outlined in the relevant Executive Order signed September 19, 2025. Due to the recent federally-mandated increased financial expense, the university is not in a position to absorb this significantly increased cost of sponsorship for new H-1B petitions at this time. International candidates are encouraged to apply, but should be aware that eligibility for sponsorship will be evaluated in accordance with current U.S. immigration regulations and institutional policies.

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