Lead Access Services Coordinator

POSITION OBJECTIVE

Working under general direction, develop and initiate communications with all constituents across campus regarding parking, campus access policies and procedures, regulations, changes, and updates. Collaborate with the Access Services team on messaging to the entire campus. Working in coordination with the coordinators, perform a variety of administrative duties requiring a high degree of precision, accuracy, and confidentiality for the schools and department se functions include processing parking assignments,  and key requests for faculty, staff and students utilizing multiple databases to include Lenel, HARLD, POS system, and the T2 system.

Some assignments involve more complex/difficult matters such as answering audit inquiries. Relying on the knowledge of parking vacancies at the University, ensure the resolution of faculty, staff and student daily parking requests are met in a timely manner to ensure outstanding customer satisfaction. Long-term assignments that requires one to rely on own resources in task accomplishment include using Excel to reconcile parking wait lists and Lenel access to buildings on campus as well as key controls.

• Advise coordinators in financial transactions to ensure the proper and timely handling of transactions. Resolve issues related to financial discrepancies. Advise on alternative courses of action to resolution. Reconcile daily receipts for all coordinators and temporary employees to ensure transactions have been entered correctly and are reconciled. Ensure daily permit data has been correctly entered and regularly reconciled. (9%)
• Independently address all account inquiries (via phone calls, emails, and walk-ins) from students, financial authorized users, and other university departments. Has the authority to make exceptions to the policy under certain circumstances – e.g., waiving late fees or removing financial holds, on a student's account based on gathered facts from the student or departments. Initiate refunds in a timely manner and post adjustments.
  
  At their discretion, they must know how to balance policy and/or practice and exceptions and be able to upscale matters. (9%)
• Facilitate communications between the departments and the university in general but in particular regarding the schools' parking, shuttles, IDs, keys and access systems. Independently address all account inquiries (via phone calls, emails, and walk-ins) from internal and external stakeholders. Has the authority to make exceptions to the policy under certain circumstances – e.g., waiving late fees or removing financial holds, on a student's account based on gathered facts from the student or departments.
  
  Initiate refunds in a timely manner and post adjustments. At their discretion, balance between policy and/or practice and exceptions and determine when to upscale matters. (9%)
• Oversee web-based parking permit purchases/renewals and waiting list program, including reconciliation of data, training of staff, and auditing/recording of records. Coordinate and oversee audit function of all related databases on a routine schedule. Ensure that the data in related systems are in sync. (9%)
• Create and process billing for external clients of Access and Parking for passes, , and other goods and services. Act as the primary liaison in facilitating communication and problem resolution between Access Services, university and non-university customers in matters involving access, 's, key issuance, and basic auxiliary services. Able to answer and resolve all questions and concerns. (9%)
• Capture images for the university identification card () and enter accurate data into the m at the time of issuance. Verify paperwork of prospective cardholders prior to issuance of IDs. Issue  in accordance with university y. (8%)
• Manage access control system, and direct inquiries to the appropriate point of contact at the university. Gather and compile information for management use regarding access and work with department managers in identifying needs as they relate to attaining reports and information needed by management. Maintain ongoing contacts to solve access problems and resolve issues. Responsible for the reconciliation of data imports from other university systems with Access Services databases such as SIS, Human Resources and UCI Parking.
  
  Devise and maintain accurate files of all related paperwork for Case Card issues, 's, parking and key issuance. Contact leadership on a regular, proactive basis to ensure satisfaction of access related needs. (8%)
• Issue parking permits to university entities and enter accurate data into parking system at time of issuance. Verify identity and authorization of paperwork of prospective permit holder prior to issuance in accordance with university parking policy. Prepare routine reports on , parking issuance, etc. as needed. Collect and input data for parking waiting lists. (8%)
• Ensure that terminated/suspended persons are removed or suspended from all…