Business Services Systems Manager

Serves as a technology, process improvement and project management expert providing technical and functional support to Business Services leads and team members, as well as other campus users, to realize the value of Workday and Transact, document management systems, payment acceptance systems and all peripheral software utilized by Business Services.  Provides Payment Card Industry (PCI) knowledge for Macalester to assist in maintaining PCI compliance.

This position offers a flexible hybrid schedule. 

About The Department: 

The Business Services Team fosters responsible stewardship of Macalester’s financial resources through 

integrity, effectiveness, and innovation. Guided by the College’s mission, we strive to deliver consistently exemplary service with respect for the diverse needs of the entire Macalester community and external parties who rely on our work. We partner with our constituents to help them achieve their goals through timely and accurate resources, fiscal accountability, best practices, technical expertise, and ethical guidance fueled by a solutions-oriented spirit.

System Analysis and Optimization

• Provides technical and business analysis for prioritized projects and programs, including new software/system evaluation.  Key resource for Workday and Transact for Business Services. 
•  Provides technical leadership and project management for Business Services functional areas on technology projects, including evaluating existing business processes, gathering requirements, learning new technology functionality, conducting meetings, creating project roll-out and communication plans, developing and delivering training, and documenting and communicating the results.  Meets with cross-departmental campus stakeholders as needed.  
•  Coordinates with Information Technology Services (ITS) and Business Services users to keep informed and disseminate updates.  Provide test plan best practices and document testing procedures.
• Understands and documents the Business Services systems interdependencies, ensures effective process flow and data exchange and communicates with Business Services teams, ITS and other campus stakeholders. 
• Assists in on-going development, evaluation, automation, and documentation of Business Services processes and document handling and management with an eye toward continuous improvement and accessibility for our students, parents, vendors and other Macalester community. 

Technical and Relationship Liaison

• Serves as primary liaison between Business Services and ITS for troubleshooting, updates and projects.
• Provides technical support, business analysis and project management for prioritized projects and programs, including coordinating with ITS and campus stakeholders.
• Provides informed technical assistance, troubleshooting, and problem solving support to colleagues within Business Services, as well as campus users.
•  Provides technical support to functional owners for Workday and Transact systems and peripheral software utilized by Business Services.  Includes learning new systems, documenting and training functional users.
• Provides process and information outreach to the campus via marketing for the department, via announcements, attending campus meetings as a Business Services representative, campus-wide communications, soliciting feedback from the campus community and point of contact for campus.  
•  Provides document management support, specifically for the PandaDoc application, within and beyond Business Services, as to improve the overall processes and accessibility for our students, parents, vendors and other Macalester community.

Accepting Payments Support

•  Provides expertise for payment systems across campus.  Helps campus partners to comply with vetted accepting payments solutions.  Creates, encourages, monitors, supports and provides training for in-person credit card training, to comply with PCI compliance requirements.  Keeps systems up-to-date, customizes pricing catalogs, and monitors user populations.  Provides payment processing mapping and support for campus customers and Accounting. 
• Provides Payment Card Industry (PCI) security compliance expertise campus-wide.  Understands and documents procedures to minimize risk and educate campus partners managing payment systems.  Works with ITS Security and payment-accepting campus partners to define PCI training, documentation and incident response plans (IRP).  Works with payment-accepting campus partners to ensure that they are up-to-date on the latest PCI best practices and processes.  Responsible for PCI compliance for Macalester on an annual basis, on behalf of Finance and Administration.  Provides oversight of merchant ID accounts, billing and support.
• Owns eMarkets ecommerce system.  Works with campus partners and student organizations to create custom ecommerce sites that are thorough and user-friendly, and simplifies revenue collection.  Provides training and support for eMarkets. 
• Serves as primary contact for Transact and Touchnet, product updates and vendor management.  Provides support, documentation and customer support for ACH payments via Transact systems to campus end users, customers and Accounting. 
• Manages supporting systems for accepting payments, including Gmail, Google Calendar and Forms, credit card settlement report processing, finance revenue reporting, and associated website content and maintenance.
•  Provides after hours and weekend availability to support accepting payments for campus partners as needed.

User Training

• Assists, as needed, with design, revision, and delivery of training and related materials to users within Business Services and elsewhere on campus.
• Serves as primary contact for Finance reporting and related systems user training. 
• Updates and maintains related training resources.
• Meets with campus users for Finance reporting and related systems training. 
• Initiates improvements to finance reports via Argos to simplify and make reports more user-friendly for the campus finance report users.  Follows best practices by gathering feedback and testing with campus users. 
• Coordinates set-up and implementation of other Business Services training as needed.
• Responsible for Business Services training website updates.  Keeps the website up-to-date, easy to navigate and strives to make information complete and accessible for the campus audience.

Finance Access and Approval

• Serves as primary contact for reporting access/approval for campus users. Works with Accounting to provide custom reporting support for budget inquiries or special projects. 
• Supports Accounting in the set-up of new users, subject to access/approval process.  Actively watches for personnel or departmental changes that could impact access/approval and reaches out to those impacted to record and enact changes. Monitors the integrity of access and approval as roles and hierarchy changes. Works with Accounts Payable to provide support for finance approval validation 
• Supports Accounting in assigning campus user access/approval in a manner that protects and preserves system integrity, database structure, and internal controls.
• Creates and manages e-forms and workflows for finance access and approvals

Other Responsibilities: 

• Completes other responsibilities as assigned. Participates as an active member of the team. Participates in department and college activities and supports implementation of shared goals and initiatives. Provides backup support to other members of the team.

• 3-5 years of relevant work experience.  
• Associate’s Degree required.  Bachelor’s Degree preferred.  
• Experience with technology and applicable software and/or project management may be sufficient substitutes.
• Project Management and/or Business Analyst certification preferred.

Compensation:

The annual salary for this position will be $75,757 to $79,201 depending on experience.

Benefits:

At Macalester, we are proud to offer excellent comprehensive employee benefits. Here are some highlights:

• 10% employer contributions to the retirement plan. 
• Generous Parental Leave. 
• Outstanding vacation and sick time packages, plus an additional 10 holidays.
• Comprehensive health insurance plans, including a generous employer contribution to Health Savings Account.
• Tuition assistance which pays between 75% - 100% of eligible tuition for employee dependents at select institutions.
• Free primary care for most services through Nice Healthcare when enrolled in a Macalester health plan.
• Access to the athletics fitness facility, wellness coaching and activities.

These are just some of the great benefits Macalester has to offer! To see our full benefits packages and options, please visit our Benefits Page.

Satisfactory completion of a criminal background check is a condition of employment.

This position is represented by MAPE.

Application Guidelines:

For best consideration, please submit your cover letter and resume through the Macalester Employment Opportunities webpage by January 2nd, 2025. No applications will be received after this date.

Jaclyn Howard

Talent Acquisition Manager

jhoward3@Macalester.edu

Macalester is dedicated to the goal of building a culturally diverse and pluralistic staff committed to working in a multicultural environment and strongly encourages applications from everyone who would add richness to our community, including people of color, individuals with disabilities, women and LGBTQIA+ individuals.

Founded in 1874, Macalester College provides students with the inspiration, insight, and experience to become successful and ethical leaders. Located in flourishing St. Paul, Minnesota, Macalester enrolls over 2,000 students from across the country and around the world. Macalester is a preeminent liberal arts college recognized for its student service and celebration of internationalism.

At Macalester, we look at our employees through a whole-person, holistic lens. With comprehensive benefits and well-being programs, we provide and enable our community members to grow and care for themselves, their families, and one another. Our whole-hearted fidelity to community-building and social justice exemplify these ideals.  Macalester College continuously prioritizes a culturally diverse and pluralistic community. We value individuals of all backgrounds and lived experiences. 

Our rich blend of people holding varied identities enhances our strong commitment to multiculturalism and global citizenship. We seek candidates who reflect and strengthen our campus environment. Macalester invites and encourages everyone to apply who would add depth to our community including those from all sexual orientations, races, ethnicities, national origins, genders, religions, abilities, and ages.