OneCard Administrator

Department: Student and Ancillary Services 

Job Type: Continuing

Full-time/Part-time: Full Time (>=1249 hrs/year) 

Campus: Waterloo 

Reports to: Manager, Campus Services

Employee Group: WLUSA 

Application Deadline: September 3, 2026

Requisition ID: 11699 

Wilfrid Laurier University is a leading multi-campus university that excels at educating with purpose. Through its exceptional employees, students, researchers, leaders, and educators, Laurier has built a reputation as a world-class institution known for its rich student experience, academic excellence, and global impact. With a commitment to Indigenization and commitment to equity, diversity, inclusion, Laurier’s thriving community has a place for everyone.

Laurier has more than 21,000 students and 2,100 faculty and staff across campuses in Waterloo and Brantford, as well locations in Kitchener and Milton. The university is committed to providing an inclusive workplace, a flexible work policy and employing a workforce that is reflective of local and national demographics. Laurier's Waterloo, Kitchener, and Brantford campuses are located on the shared traditional territory of the Neutral, Anishnaabe, and Haudenosaunee peoples. This land is part of the Dish with One Spoon Treaty between the Haudenosaunee and Anishnaabe peoples and symbolizes the agreement to share, protect our resources, and not to engage in conflict. Laurier's Milton campus is located on the traditional territory of the Mississaugas of the Credit, and part of the Nanfan Treaty of 1701 between the British Crown and the Haudenosaunee Confederacy.

This job posting is for a current vacancy.

Position Summary

Reporting to the Manager, Campus Services and supporting the broader team, the OneCard Systems Administrator is responsible for the daily administration and maintenance of OneCard accounts, including the preparation and generation of system reports. Key responsibilities include; administering meal plan adjustments and uploads, facilitating vendor payments (both internal and external), processing daily deposits and reconciliation, weekly, monthly and annual report generation, cheque requisitions for internal and external vendors, coordinating OneCard monthly inventory among all Laurier campuses and responding to customer inquiries. The incumbent provides professional customer service to the Laurier community, including financial components such as meal plans and Convenience dollar deposits. Working in a high-volume, customer-focused environment, this position requires strong organizational skills and exceptional attention to detail.

The OneCard Office also coordinates table rentals for the campus community, requiring administrative support and the processing of various payment methods.  This includes reviewing and assessing booking requests on a case-by-case basis from student clubs, departments, and external vendors. The position is responsible for supporting the scheduling and coordination of daily table bookings, organizing facility layouts, and billing and collecting payments from external vendors who rent tables within the facility.

As the OneCard Office operates within a highly technology-driven environment, this position must demonstrate the ability to quickly adapt to evolving systems, processes and technologies.

This position has a university-wide mandate and is based at the Waterloo Campus.  The incumbent provides subject matter expertise to all campuses, requiring regular interpersonal interactions and collaboration with departments at the Waterloo Campus, the Brantford Campus, Milton Campus and external partners. Special attention is given to ensure equitable service delivery across all locations.

Accountabilities

OneCard Operation:

• Process and reconcile vendor invoices and payments across systems (e.g., Shop Laurier, Staples, Hawk Shop punch-outs, vending partners).
• Manage and execute vendor payments, including cheque requisitions for external partners and service providers
• Prepare journal entries related to internal transfers, deposits, vendor transactions, and non-cash departmental activity
• Perform reconciliations (e.g., Moneris, vending commissions, internal transfers) to ensure accuracy of revenues and expenses
• Produce and distribute financial reports (e.g., deposit summaries, sales reports, vendor reports) and provide audit support documentation
• Complete monthly audits, ensuring proper documentation, reconciliations, and compliance with internal controls and institutional policies
• Process fee uploads and ensure accurate financial data recording across systems
• Maintain data integrity through regular review, validation, and discrepancy resolution
• Track vendor activity, commissions, and deposits to support food service and retail operations

Meal Plan & OneCard Administration

• Maintain and report on meal plan activity, including balances, swipe activity, and subscription reporting
• Implement meal plan changes (additions, adjustments, term updates) and process refunds in accordance with policy
• Process student account charges, payments, refunds, and adjustments for OneCard        accounts in a timely manner
• Balance daily system activity and resolve discrepancies
• Respond to inquiries from students, faculty, and staff regarding accounts and system-related issues.
• Prepare sales reports for internal and external point-of-sale locations.
• Coordinate bookings, table reservations, and related reconciliations.
• Support event setup and coordination through designated software systems.
• Provide administrative support to the Office Coordinator and assist other Student Services units during peak periods.
• Assist with training of student employees within the OneCard Office.
• Ensure all financial and operational activities comply with institutional policies, audit requirements, and internal controls.
• Identify opportunities to improve processes, reporting, and operational efficiency.

Hawk Hub Operation:

• Balances daily sales summaries
• Assists with monitoring the inventory of materials and supplies, including print media, binding and laminating materials, equipment parts, consumables, and office supplies; prepare and submit requisitions to the Manager as needed.
• Coordinate with ICT and Hawk Shop & Printing Services to promptly resolve POS and computer-related issues.

Qualifications

• College Diploma with at least two (2) years related work experience including working with students and front-end customer service experience;
• Proven ability to troubleshoot problems that may occur with Point of Sale (POS) equipment;
• Knowledge of banking (i.e. cash, Visa, MasterCard transactions) and basic accounting knowledge;
• Knowledge of internet as a means of transacting business;
• Excellent listening skills;
• Strong problem solving and analytical skills;
• Detail oriented and a high degree of accuracy in the performance of all tasks;
• Strong communication skills (i.e. adequately describe technical problems in plain language to clients). This person must be able to interact clearly and concisely, both verbally and in writing, with a variety of university personnel and community, including faculty, staff, students and external clients;
• Strong customer service orientation (anticipate and responsive to customer needs/expectations);
• Proven ability to deal with upset or irate clients with tact and diplomacy;
• Proven ability to handle frequent interruptions in a rapidly changing fast-paced environment (adaptable/flexible);
• Proven ability to work as part of close-knit team.
• Proficiency with Microsoft office software in a windows-based operating system;
• Knowledge of debit card systems;
• Understanding of how databases operate and demonstrated ability to use them (proficient at working with information management systems);
• Knowledge in Banner and Excel are assets

Hours of Work: This is a full-time, continuing role. The normal hours of work are Monday – Friday 8:30 a.m. – 4:30 p.m. Some flexibility may be required due to periods of high volume. When possible, the manager will adjust hours to ensure that no more than 35 hours are worked in a week.

This role requires daily in person attendance and is not eligible for a flexible work arrangement as per Policy 8.14 (Flexible Work Policy).

Compensation:

Level: C

Rate of Pay: $35.15 to $37.17 per hour with an annual step progression on anniversary date up to $40.19 per hour.

Considerations for new hire step placements include, qualifications and length/depth of required experience, relevant market rates for similar jobs, internal equity, and estimated learning curve in starting the job.

Wilfrid Laurier University endeavors to fill positions with qualified candidates who have a combination of education, experience, skills and abilities to successfully perform the duties of the position while demonstrating Laurier's Employee Success Factors.

Equity, diversity and creating a culture of inclusion are part of Laurier’s core values and central to the Laurier Strategy. Laurier is committed to increasing the diversity of faculty and staff and welcomes applications from candidates who identify as Indigenous, racialized, having disabilities, and from persons of any minority sexual and gender identities. Indigenous candidates who would like to learn more about equity and inclusive programing at Laurier are welcomed to contact the Office of Indigenous Initiatives. Candidates from other equity deserving groups who would like to learn more about equity and inclusive programing at Laurier are welcomed to contact Equity & Accessibility. We have strived to make our application process accessible, however if you require any assistance applying for a position or would like this job posting in an alternative format, please contact Human Resources. Contact information can be found at careers.wlu.ca/content/How-to-apply/

Should you be interested in learning more about this opportunity, please visit www.wlu.ca/careers for additional information and the online application system. All applications must be submitted online. Please note, a resume and cover letter will be required in electronic form.

Please note, when pre-screening questions are used as part of the application process, AI is utilized to score responses. All other aspects of the hiring process are reviewed by our Talent Acquisition team.