Auxiliary Services Specialist

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Auxiliary Services Specialist

Xavier University is seeking qualified candidates for the role of Auxiliary Services Specialist. The Auxiliary Services Specialist will support the mission of the department by providing assistance to all the areas that the office supports, and high levels of customer service to both our internal and external customers. The Auxiliary Services Specialist will serve as the main point of customer contact for our office and also as an effective team leader to our student support staff.

1. Responsible for providing customer service and general front line and backup support for all areas within Auxiliary Services operations. Interfaces with internal and external customers to resolve issues and guide on processes.

• Maintains customer relations by serving as the primary customer service representative for the Office of Auxiliary Services; assuring smooth, effective and efficient workflow while providing our customers with the highest level of service. Responsible for the production and issuance of One Pass Mobile Credential IDs, contractor cards, and ID badges. Includes monitoring, reporting and facilitating the adoption of One Pass for new students.
• Responsible for all functions of One Pass for customers. Including technical support, resetting IDs, accepting photos, deactivating accounts and facilitating temporary access needs, when necessary.
• Assist the Parking Manager with handling customer service inquiries, and distribution of contractor parking permits and reports as needed Responsible processing authorized requests for access to the PERSONA Card Access Control system and for performing bi-annual system audits.
• Responsible for assisting Conference & Events and Residence Life offices with summer access key cards, including activation and replacement of lost cards
• Supports the administration of Copy/Print Services program with Papercut. Manages the monthly copy/print report, departmental chargebacks and assists other departments with reports on their copy spending.
• Assists with maintaining and updating content on Auxiliary Services web pages to keep information fresh and current.
• Assists with Meal plan administration in order to service immediate customer needs

2. Provides operational, administrative and financial support for the Office of Auxiliary Services.

• Administrative support for the Auxiliary Services leadership team, including maintenance of departmental policy and procedure manuals, coordination of central e-filing, managing meeting minutes, general office duties, out of office calendars, room scheduling, supply inventory and ordering, monitoring of three departmental emails and telephone reception.
• Responsible for all aspects of Auxiliary Services front office student staff. Includes hiring, training, scheduling, supervision, managing work, discipline and performance evaluations.
• Responsible for daily financial management and monitoring of budgets within Auxiliary Services. Requests for payables, receivables, internal chargebacks, commission reporting, disbursements to on campus merchants, including inputting data into administrative and financial systems, overseeing accuracy and reconciliation check deposits in CashNet.
• Assists with Day One program troubleshooting and redirecting inquiries Provides guidance to parents and students on the rental policies and assistance to the bookstore to resolve any issues.
• Responsible for monitoring and reconciling Dining Dollars and weekly board billing.
• Supports the administration of both monthly FedEx printing invoices and copier/printer charges. Runs reports and processes departmental chargebacks
• Perform other related responsibilities as assigned.

Required Experience:

• High School diploma or equivalent.
• 1-3 years of general office or customer service experience.
• Excellent interpersonal communication skills and in-person customer services skills.
• Strong software experience in Microsoft Office and Outlook.
• Demonstrated experience in Excel is preferred.
• Higher education experience preferred.

To ensure consideration, interested applicants must submit a cover letter and resume on Xavier University's website. Review of applications will start on May 8, 2026 and will be accepted until the position closes at the University's discretion.

Candidates selected for the final stages of the interview process will be asked to provide the names and contact information of three professional references.

Xavier University is part of the 500-year-old Jesuit Catholic tradition of academic excellence in the liberal arts. Guided by our mission and values, we welcome and support members from diverse backgrounds and life experiences. We unreservedly commit to open and free inquiry, deliberately seek out multiple perspectives, and create a campus where everyone feels a sense of belonging. Our campus is located in the vibrant and thriving city of Cincinnati, which has an array of neighborhoods and activities to suit many interests.

Benefits - applies only to full-time positions:

Xavier University offers a wide array of complementary and affordable benefit options to meet the financial, educational, health, and wellness needs of you and your family. Eligibility varies by position and employment class:

• Comprehensive insurance plans including medical, dental, vision and prescription coverage.

• Tax advantaged accounts including health savings accounts, flexible spending accounts, and dependent care account.

• Financial security via life and long-term disability insurance, accident and illness insurance, and retirement savings plans.

• Generous paid time off work options including vacation, sick leave and holidays.

• Tuition remission for employees and their eligible dependents.