Office Coordinator

🔍 Key Responsibilities:

Front Office & Communications:

• Serve as the first point of contact for students, families, and visitors to the Financial Aid and Admissions offices.
• Manage all incoming phone calls and voicemail messages daily:
• Document and share necessary information with staff, including caller name, student name (if applicable), Holy Cross ID, and contact number.
• Triage calls to counselors or appropriate staff as needed.
• Monitor general office email accounts, respond to inquiries when appropriate, and forward messages to team members for further follow-up.
• Greet walk-in visitors and provide general information, assistance with common document needs, or redirection to counselors as appropriate.                                                                  
• Mail & Documentation Processing: Receive, sort, and distribute all incoming and interoffice mail; assist in preparing outgoing correspondence.
• Assist with basic bookkeeping and processing invoices, including the handling of College Board-related billing and documentation.
• Oversee the intake and processing of financial aid forms to complete student financial aid applications including but not limited to:
• Statement of Educational Purpose documentation
• IDOC submissions FAFSA Data-Sharing Consent forms for both front office staff and student workers
• Outside aid checks and documentation
• Citizenship documentation
• Athletic contracts
• FAFSAs
• CSS Profiles
• Noncustodial parent waiver request forms
• Maintain accurate logs of received and reviewed student documentation.
• Follow prescribed scanning workflows to ensure timely and organized digital filing of all student records.
• Assist in the development and implementation of office procedures.
• Support the financial aid staff in complying with federal, state, and institutional regulations by maintaining accurate and up-to-date records.
• Ensure all student information is handled in accordance with FERPA regulations and institutional privacy policies.
• Operational Support:
• Run and review daily queries and reports related to document tracking and processing (e.g., “Front Office Needs to Review,” new IDOC submissions).
• Submit and monitor facilities and maintenance work orders using FAMIS, including data destruction requests for secure document disposal.
• Coordinate meeting space reservations for staff using EMS (Event Management System).
• Manage office supply inventory and place orders through WB Mason using institutional protocols and email login.
• Ensure front office readiness each day including tidiness, replenishment of materials, and technical functionality.
• Walk-in & Student Support:                 
• Assist walk-in students and their families with: Filing Federal Student Aid documents (e.g., Entrance Counseling, MPNs)
• Navigating Consent Form and ID verification processes
• Document upload to IDOC
• Coordinate with student employees to ensure accurate intake and secure handling of documentation.

📘 Qualifications: 

Required:

• High school diploma or equivalent required; Associate’s or Bachelor’s degree preferred.
• 2–3 years of administrative or customer service experience, preferably in higher education, student services, or a professional office setting.
• Strong technical skills:
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel) and Google Workspace
• Familiarity with Adobe Acrobat and web-based scheduling or communication platforms
• Comfortable navigating cloud-based storage (e.g., Google Drive, SharePoint) and student information/database systems
• Ability to master and operate internal systems such as PeopleSoft (ERP), image scanning software, event scheduling tools (EMS), and work order systems (FAMIS).
• Demonstrated experience handling confidential data with discretion and maintaining compliance with privacy regulations (e.g., FERPA).
• Excellent organizational, multitasking, and attention-to-detail skills, especially in handling sensitive student records.
• Ability to work independently with minimal supervision, while maintaining strong communication and collaboration with team members.
• Adaptable, personable, and able to maintain a welcoming demeanor, even during high-volume service periods.
• Preferred:
• Previous experience working in college Financial Aid, Admissions, or Registrar offices.
• Familiarity with application and student data systems such as Slate CRM, PeopleSoft, PowerFAIDS, Workday or related platforms.
• Understanding of higher education policies and compliance requirements for federal and institutional financial aid processes.
• Proficiency in Spanish.

🌟 Key Attributes for Success:

• Organized, dependable, and highly responsive to internal and external inquiries.
• Empathetic communicator who supports students and families navigating complex processes.
• Energetic problem-solver who takes initiative and offers creative ideas to improve workflows.
• A collaborative team player with a strong sense of ownership over the quality and accuracy of their work.
• Committed to Holy Cross’s mission and the delivery of inclusive, student-centered service.

The College is committed to providing competitive market pay for its employees.  The College also offers a competitive benefits package for full-time staff, including:

• Defined Contribution Pension Plan 
• Tuition & Education benefits
• Wellness programs & ongoing Training and Development opportunities
• Generous paid time off