Assistant Director of Auxiliary Services

University of New Orleans • New Orleans, LA

1d • Onsite

About The Position

The Assistant Director of Auxiliary Services is responsible for the day-to-day financial and operational management of Auxiliary Services. This includes overseeing deposits, interdepartmental billings, accounts receivable, requisitions, purchase orders, vendor commissions, mail chargebacks, budgets, and meal plan activations. The role involves contract review, serving as the primary contact for policy and customer service inquiries, and performing regular reconciliations to ensure accurate financial records. The Assistant Director also supervises administrative staff and student workers, and acts on behalf of the Director in financial and operational matters during their absence.

Requirements

• Bachelor’s degree
• Professional experience in an administrative office setting with account or data processing.
• Excellent verbal and written communication skills.
• Demonstrated willingness to learn and use AI tools (including LLMs, document automation, and spreadsheet/data tooling) to increase throughput and reduce error.
• Comfort owning recurring processes end-to-end, including identifying and resolving upstream breakdowns rather than only executing defined steps.
• Professionalism and ability to work collaboratively with others.
• Strong quantitative skills: proficiency in Excel (formulas, pivot tables, reconciliation workflows), working knowledge of basic finance concepts (budgets, variance, accruals), and sound math fundamentals.

Nice To Haves

• Advanced degree.
• Experience supervising others.
• Experience with university financial management systems.
• Strong time management skills.
• Experience in a conference center, assembly facility, or similarly high-demand environment.
• Advanced knowledge of Microsoft Office.
• Experience with AI-assisted workflows (e.g., Copilot, Claude, ChatGPT) for document review, reconciliation, or drafting.
• Demonstrated initiative in identifying and executing operational improvements.

Responsibilities

• 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.
• Manage the end-to-end deposit process: prepare, reconcile, and clear deposits across all revenue streams, including vending, 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.
• Manage the requisition and purchase-order process for Auxiliary Services, including developing specifications and preparing requisitions for services, equipment, supplies, and permits for direct mail processing, postal meter replenishment, US postal permits, and supplies/equipment for the University Center, Campus Dining, and other auxiliary units.
• Track, reconcile, and close out third-party vendor commissions on a recurring schedule.
• Manage interdepartmental mail chargebacks (bulk and first class), including reconciliation, billing preparation, and dispute resolution.
• Develop, present, and oversee financial budgets as directed by the Director, monitoring expenditures for utilities, insurance, and phone accounts.
• Monitor accounts receivable across all Auxiliary Services functions, tracking outstanding balances, following up on overdue amounts, and coordinating with campus partners and vendors for 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.
• 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, resolving routine matters independently and escalating exceptions.
• Identify and drive operational improvements across Auxiliary Services workflows, proposing and implementing standardized, AI-assisted processes where appropriate.
• Manage meal plan activations daily for the first 21 days of each term, then semi-weekly thereafter, coordinating with Chartwells and the Bursar.
• Reconcile activated meal plans against student charges and invoiced meal plans at specific points in the semester.
• Reconcile Follett Access Course Materials against student charges and invoiced Follett Access fees at the end of every semester, tracking ongoing charges and invoices.
• Supervise, train, and monitor student workers and any full-time or part-time University Center Administrative Office employees.
• Represent the Director of Auxiliary Services and Campus Operations in routine financial and operational matters during the Director’s absence.
• Perform other duties as requested and assigned by the Director.

Benefits

• Equal employment opportunities

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level