Campus Card Services Assistant

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The Campus Card Services Office is responsible for managing the campus ID card system to ensure students, faculty, staff, and designated visitors have authorized access to Institute buildings, labs, study spaces, and services in accordance with Institute policies. The Campus Card Services Assistant provides daily administrative support to the Campus Physical Security Systems Manager and coordinates card office operations. This includes providing customer service support, coordinating calendar appointments, monitoring and coordinating office email, and ensuring fulfillment of card service requests.

This position is classified as Essential Reporting, meaning the employee is required to report to campus during emergencies to support response and recovery efforts.

Administrative Responsibilities

• Supports the Campus Physical Security Systems Manager by overseeing the issuance, activation, and maintenance of campus credentials while ensuring compliance with security policies and privacy standards.
• Provides technical and customer support for card access systems and coordinates with other campus departments, including IMSS, Housing, Dining, and Security.
• Responds to incoming emails and communicates outgoing information relevant to the card office and physical security requests.
• May coordinate group and staff meetings.
• Make arrangements for participation in campus special events.
• Manages departmental purchasing activity, including preparing TechMart requisitions and reconciling P-Card purchases for office staff.
• Answers phone calls and transfers calls to the appropriate staff member. Takes and distributes accurate messages. Greets visitors and directs them to the correct staff member.
• Receives, sorts, and distributes incoming mail and prepares outgoing mail for distribution.
• Orders and maintains office supplies.
• Other administrative duties, as needed.

Campus Card System:

• Manage and oversee the production, activation, and deactivation of campus ID cards for faculty, staff, students, and external affiliates.
• Support the campus card system, including troubleshooting hardware and software issues related to card readers, printers, and network connections.
• Maintain accurate records of issued cards, ensuring compliance with privacy and security standards.
• Coordinate with IT and the Registrar's Office to integrate campus ID cards with access control, meal plans, library services, and parking.
• Collaborate with Dining and Bursar's Office to maintain student accounts, process payments, and address account adjustments.
• Provide responsive customer support for card-related inquiries via phone, email, and in person.
• Maintain an inventory of card production supplies and ensure adequate stock.
• Train staff and faculty on card system usage and security policies.
• Other duties as assigned.

Technical and System Support:

• Update lost card and prox numbers in Transact, WinPak, and ProWatch access systems.
• Maintain and troubleshoot access control systems and card production hardware.
• Create and maintain photo rosters and access reports using Microsoft Access and Excel.
• Maintain the campus card website and respond to technical inquiries.
• Manage and close tickets via the Caltech Help Desk system.

• 1+ years of clerical, administrative or customer service experience.
• Strong organizational skills with attention to detail.
• Excellent customer service skills.
• Strong oral and written communication skills.
• Proficiency in Microsoft Office (e.g., Word, Excel, PowerPoint, Outlook).
• Ability to lift at least 25 lbs. of equipment.

• Technical troubleshooting capabilities, including familiarity with access systems such as Transact, WinPak, and ProWatch.
• Experience using a ticketing system for managing work requests and maintenance tasks.
• Understanding of security best practices related to ID cards and key control.
• Ability to work independently in a fast-paced, multi-task-oriented environment.
• Ability to handle confidential and sensitive information with discretion.