Assistant Director of Auxiliary Services

University of New Orleans•New Orleans, LA

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 will supervise administrative staff and student workers, and act 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, resolving any errors or disputes.
Manage the entire deposit process, including preparation, reconciliation, and clearing of deposits from all revenue streams.
Oversee the requisition and purchase-order process for Auxiliary Services, including developing specifications and maintaining steady-state throughput.
Track, reconcile, and close out third-party vendor commissions on a recurring schedule.
Reconcile and prepare billings for interdepartmental mail chargebacks and resolve any disputes.
Develop, present, and oversee financial budgets, monitoring expenditures and maintaining running totals.
Monitor accounts receivable across all Auxiliary Services functions, follow up on overdue balances, and coordinate collections.
Maintain accurate accounting records and ensure compliance with record retention policies.
Manage petty cash accounts, process vending refund requests, and report malfunctioning vending equipment.
Process and disburse all unclaimed mail.
Own the contract review process from draft to execution for Auxiliary Services agreements.
Serve as the first-line responder for policy and customer service questions, resolving routine matters and escalating exceptions.
Identify and drive operational improvements across Auxiliary Services workflows, proposing and implementing standardized, AI-assisted processes.
Process meal plan activations daily during the initial term period and semi-weekly thereafter, coordinating with relevant departments.
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 fees at the end of each semester, monitoring ongoing charges.
Supervise, train, and monitor student workers and any full-time or part-time administrative employees.
Represent the Director in routine financial and operational matters during their absence.
Perform other duties as requested and assigned by the Director.