4817 BearPass Card Administrator



TITLE BearPass Card Administrator




IMMEDIATE SUPERVISOR Assistant Director, Computer Services


The BearPass Card Administrator manages daily operations of the BearPass Card Office to provide a high-quality program of support and services and provides advanced technical support and systems administration for BearPass Card Office efforts and initiatives, including ID card creation, point-of-sale, photo submission, digital credential, and campus transaction systems.


Education: An associate degree is required, a bachelor’s degree preferred and a minimum of one year of experience installing and supporting a wide range of computer hardware, peripherals, and software is required. An equivalent combination of years of experience and education may be considered for substitution of educational requirements. 

Experience: Supervisory experience is preferred as well as work experience in a higher education environment and experience working in a customer service environment is preferred. Experience with cash handling, accounting for cash, purchasing, business office procedures, and/or bookkeeping or accounting is preferred. Documented experience in campus card or company id card services is preferred.  Experience managing point-of-sale systems is preferred.

Skills: A basic understanding of network topologies, file server administration, computer-based application software, relational databases and reporting, and technology-related diagnostic and troubleshooting techniques is required, as well as excellent technical aptitude in the areas of ID card systems, point-of-sale systems, and campus transaction systems.  Knowledge of or prior work with Ellucian’s Banner software suite is preferred.

Knowledge of basic accounting concepts and reporting requirements is required. The ability to manage multiple concurrent projects, to reason analytically, and to work with people at all administrative levels and possessing differing levels of financial and technical knowledge is required.

Effective verbal and written communication skills and interpersonal, customer service, and organizational skills are required. Demonstrated supervisory ability is required.

The ability to maintain confidentiality regarding information processed, stored, or accessed by the systems is required. The ability to develop knowledge of, respect for, and skills to engage with those of other cultures or backgrounds is required.

Effort: This position connects cables which may require climbing ladders or working in tight spaces. This position lifts and transports multiple items weighing between twenty-five and fifty pounds about three times weekly.

Other: The twenty-four-hour scope of University operations may result in the need to work evenings, nights, and weekends to support implementations or upgrades and to respond to major issues with IT operations. Occasional attendance and participation in evening and weekend activities and workshops is required. Occasional travel for professional development is required.


1. Effectively manages operation of the BearPass Card Office including: staffing and training of employees, monitoring service levels and staff productivity, prioritizing staffing and resources to ensure appropriate levels of service are provided. Assists in lifecycle planning and maintains a current inventory of all assets and resources used and required by assigned staff and services, develops and maintains a portfolio of all services provided, establishes appropriate service levels, metrics, best practice checklists, and workflows, and coordinates BearPass Card Office operations with other units.

2. Provides advanced technical support and systems administration for BearPass Card Office software and services (including ID card creation, point-of-sale, photo submission, digital credential, and campus transaction systems) by: developing an in-depth knowledge and understanding of the software and services and how they impact University IT support efforts and initiatives, implementing and configuring the software and systems, documenting and managing security groups, configurations and changes in accordance with university guidelines, and coordinating support efforts with vendors and other University IT support staff.

3. Oversees the financial operations of the BearPass Card system, including: monitoring and reconciliation of financial transactions, working with Financial Services and merchant accounts to make corrections as needed, processing payment requests, generating and distributing required reports, enforcing proper cash handling procedures, and ensuring that financial controls and operations are consistent with University policy and practices.

4. Develops and maintains good customer relations by regularly meeting with staff and stakeholders to review, assess, and suggest improvements regarding BearPass Card Office services, providing clear, timely, and professional communications with customers and stakeholders. Uses appropriate tools and channels to follow-up on work accomplished by the team to ensure customer satisfaction and acts accordingly on feedback provided, and provides accurate information regarding departmental services, resources, and initiatives.

5. Assures effective communication by providing updates about BearPass Card Office activities and concerns to the Assistant Director, Computer Services and providing suggestions for problem resolution.

6. Assists the Assistant Director, Computer Services with special projects by collecting relevant information, conducting appropriate research, writing reports, and providing analysis and evaluation in a variety of areas including personnel staffing and technologies.

7. Assists in the development of implementation strategies for new tools and methodologies. Leads the evaluation and testing of such tools, methodologies, and technologies, and provides the Assistant Director, Computer Services with the results of those evaluations and tests.

8. Contributes to the development of policies and procedures by serving on appropriate committees and supporting the mission of the department and the University.

9. Contributes to a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures or backgrounds.

10. Remains competent and current through self-directed professional reading, developing professional contacts with colleagues, attending professional development courses, and attending training and/or courses required by the Assistant Director, Computer Services.

11. Contributes to the overall success of Information Services by performing all other duties as assigned.

SUPERVISION: This position regularly directs the work of student workers and/or temporary or part-time workers with additional irregular responsibility to direct the work of other staff members assigned to the office during peak times such as SOAR.