Administrative Assistant

This Financial Aid Administrative Assistant is responsible for advising students, parents, faculty, and staff in all aspects of financial aid while managing the front office. This position also performs a variety of administrative tasks to support the efficient daily operations of the Office of Financial Assistance.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Provides comprehensive administrative support in daily activities for the Office of Financial Assistance. Performs clerical duties and supports office by answering phones, greeting visitors, and responds to questions/needs, while ensuring customers are guided to the right resources timely, processes mail collection and distribution including mailing of award letters, tracking letters, or other mailouts, handles ordering of office supplies, stationary, and submitting facility work orders.
• Manages the front desk operation by providing families and students with financial aid and scholarship information and determines the student's individual need; provides appropriate forms, schedules appointments with counselors and/or Director, refers to appropriate departments.
• Communicates a variety of financial aid and enrollment related information to students and parents; Explains aid programs, application procedures and eligibility criteria; Responds to questions regarding billing, financial aid, payment deadlines, and tuition rates. Counsels and uses professional judgement in deciding what course of action to take to solve critical issues regarding student needs.
• Responsible for managing the daily opening and closing of the Office of Financial Assistance and maintains welcoming, organized and clean spaces to include the conference room, reception area, student worker space and supply areas.
• Verifies accuracy of documents submitted including consistency of data from federal tax returns, financial aid transcripts, verification documents, and student information; performs initial analysis to identify discrepancies in data and determine action for resolution; maintains log of incomplete verification and special condition documents and follows up as needed with students
• Manages scanning and indexing of documents in current imaging system (BDM-Xtender); maintains proper record retention policy and documentation of financial aid records storage; coordinates the annual disposal of records.
• Records and maintains metrics regarding office visits, calls and appointments utilizing metric reporting software. (Navigate, Cisco reporting, etc.)
• Hires, guides and supervises student workers to include updating student worker job descriptions, conducting interviews and hires, timesheet approvals, office training and managing daily work planning.
• Assists in updating of financial aid forms and maintains an adequate supply of office forms.
• Supports enrollment management efforts and assists at recruitment and/or retention events. Plans, arranges and secures resources and logistical details for events or meetings by securing room(s), virtual resources and managing digital requirements. Provides support for set-up/execution, distribution of materials, catering and any other related planning details while ensuring all plans are executed appropriately,
• Attends training workshops and conferences in order to learn and stay current on financial aid regulations and processing.
• Performs other duties as assigned.

QUALIFICATIONS:

• High School Diploma/GED, 2 years of college level coursework or Associates Degree preferred
• 2 years of financial aid or similar work experience in higher education preferred
• Experience with Ellucian Banner, Argos software, Banner Document Management System (BDMS) or similar preferred
• Must clear and maintain a favorable background investigation and clearance
• Must have valid driver's license, motor vehicle liability insurance and personal injury insurance; or have a self-reliant source of transportation to conduct business on a daily basis
• Must be able to work extended hours or weekends during peak times and for special programs, projects, or events.
• Must have the ability to demonstrate strong proficiency in MS Office (Word, Excel, Outlook); experience with virtual meeting platforms such as zoom, Teams or similar;
• Must have a high attention to detail and be able to organize workflow, coordinate activities, balance simultaneous projects without loss of efficiency in a multi-tasked environment, and manage multiple priorities to meet deadlines.
• Must have excellent verbal and written communication skills; strong public relations and customer service skills with an ability to implement diplomacy and discretion at all times; ability to work effectively with communities across the university.
• Bilingual Preferred (English/Spanish with the ability to understand and to make one's self understood to Spanish speaking individuals)
• Ability to comply with all federal, state and private regulations in awarding and processing of student loans including understanding borrower-based year and scheduled academic year loan processing.
• Demonstrated ability to work collaboratively as a team player in a fast-paced, environment to efficiently and effectively solve problems, and initiate and implement projects

PHYSICAL DEMANDS:

• Working conditions are in an office environment and university campus setting. Must be able to move across the university campus to conduct day to day business.
• While performing this role, the employee will be regularly required to sit, walk, and stand; talk and hear, both in person and by telephone; and use hands repetitively to operate standard office equipment; and occasionally required to lift up to 20 pounds.
• Specific vision abilities required by this position include close vision, distance vision, and the ability to adjust focus.
• Frequently communicates with others using approved technological resources; must be able to exchange accurate information through designated systems within a timely manner.
• Constantly operates a computer and other office productivity machinery.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

St. Mary's University is a Hispanic-Serving Institution and an Equal Opportunity Employer. The University is committed to furthering diversity, equity, and inclusion and encourages all qualified candidates apply.