Administrative Assistant II - Financial Aid - 21658

The Financial Aid Office at the University of Wisconsin-Whitewater seeks an Administrative Assistant II (AD002).

This position provides customer service to students and families in-person, over the phone, and via email. This position also provides support to assist the Associate Director with the Financial Aid Office Student Assistant staff by supervising and training the Financial Aid Office Student Assistant staff, maintaining budgetary records, payroll, maintaining office inventory, maintaining supplies and equipment, and processing travel authorizations and expense reports.

35% Provide customer service to students, families, and others:

• Maintain knowledge of various aspects of financial aid, including reading policy and procedures, attending workshops, and consulting with financial aid staff, campus staff, and outside agencies for assistance and clarification.
• Manage the FAO's general email account. Respond to emails or forward to the appropriate administrator as needed within 48 hours of receipt.
• Assist with covering the office's front desk reception, handling walk-in and scheduled-appointment foot traffic.
• Assist with answering telephone inquiries from students, parents, and internal and external entities. This includes logging in to the office's multiline-queue phone system to receive calls.

20% Oversee communication generation, including processes within the financial aid module of the PeopleSoft student information system:

• Generate student notices using established merge processes.
• Work with the FAO IT Business Analyst in development of the communication generator (Comm Gen) process in PeopleSoft.
• Supervise student assistants in the preparation and mailing of financial aid award notices and other correspondence, including missing information and revision letters.
• Assist in the execution of large mailings by scheduling program runs and coordinating with the campus mail center to ensure for timely and accurate mail distribution.
• Assist staff members in the creation and updating of report and letter templates as dictated by changes in state and federal laws. Maintain an up-to-date list of templates.
• Keep inventory of supplies necessary for the continual operation of word processing, i.e., letterhead paper, envelopes, printing supplies, etc., and coordinate duplicating requests for the office.
• Maintain knowledge of word processing available and pertinent to the office's operations.

20% Supervision of the Financial Aid Office Student Assistant staff:

• Maintain up-to-date expertise in all aspects of Financial Aid, including reading policy and regulation updates, attending workshops as requested, and consulting with the financial aid staff, campus staff, and outside agencies for clarification of policies and procedures, and relaying this information to student staff.
• Develop and conduct formal training programs for the student employees so that accurate information is provided in a professional, timely, and friendly manner.
• Supervise the Financial Aid Office Student Assistant staff in the preparation and mailing of financial aid award letters and other generated letters.
• Assist in the planning of and supervise the implementation of mass mailings.

10% Coordinate ordering of supplies and equipment, subscriptions/membership renewals, processing of travel forms/payments, and maintenance of office inventory and budgetary records:

• Coordinate all central store supplies/equipment requests each week. Maintain an adequate inventory of supplies and ordering forms. Order supplies using the on-line order procedures. Inventory all supplies/equipment received making sure all transactions are accurate.
• Coordinate all off-campus supply/equipment ordering requests as needed. Order supplies online or by phone using the University Procurement Card. Inventory all supplies/equipment received making sure all transactions are correct.
• Monitor and maintain adequate inventory of forms and supplies.
• Reconcile monthly Procurement Card statements.
• Serve on the Financial Aid Office technology committee. Create excel spreadsheets to monitor budgets, expenses, and reconciliation.
• Process travel authorization and expense reports. Pay for conference registrations and assist in making travel arrangements.
• Monitor and reconcile professional development charges.
• Process subscriptions and membership renewals using the direct payment authorization forms or procurement card.
• Maintain fiscal budgetary records. Assist the Director in overall Financial Aid Office budget reconciliation.

10% Management of ImageNow, document imaging system, for the Financial Aid Office:

• Coordinate and supervise imaging and document flow of incoming documents pertinent to each financial aid recipient's records in compliance with federal law.
• Formulate and implement procedures for the handling of all forms, revising procedures as necessary based on federal, state, or office policy.
• Manage the distribution/workflow of documents to the appropriate queue or administrator.
• Administer the destruction of records that are no longer active in compliance with federal law.
• Process the document checklist (WWFA Scan) report.
• Maintain interface between PeopleSoft and ImageNow during upgrades of either system.

5% Miscellaneous duties as assigned:

• Print and distribute various PeopleSoft query reports according to schedules.
• Monitor proper disposal of paper documents.
• Serve as liaison with Help Desk when hardware problems occur.
• Maintain copy machines.
• Maintain lobby/reception area, keeping signage current.
• Maintain the general appearance of the financial aid office.
• Coordinate key distribution and maintain key inventory.
• Perform other related duties as assigned.

Minimum Qualifications:

• Associate degree or three years of administrative experience in an office environment.

Desired Qualifications:

• Familiarity with student information systems, particularly PeopleSoft.
• Experience with document imaging systems and related processes, particularly ImageNow.
• Knowledge of financial aid processes, procedures, and policies.

Knowledge, Skills, and Abilities:

• Effective customer service and oral/written communication skills.
• Excellent organizational skills and the ability to prioritize multiple tasks.
• Ability to exercise considerable independent judgment and exhibit exceptional attention to detail.
• Proficiency with Microsoft Office (Word and Excel) and Adobe.
• Demonstrate the ability to direct the activities of and train student staff.
• Ability to interact respectfully and work collaboratively with people from diverse socioeconomic, cultural, and ethnic backgrounds, including students, parents, staff, and faculty.
• Willingness and ability to be an active participant in following applicable safety rules and regulations, including necessary training and drills.
  

UNIVERSITY INFORMATION.

UW-Whitewater is a thriving public university located in southeastern Wisconsin. It leads the way in providing world-class, affordable higher education programs to more students than neighboring regional comprehensives in the University of Wisconsin System. A collaborative team of 1,300 faculty and staff are devoted to the success of the university's 11,000 students at its main and Rock County campuses. The team provides high-impact practices and academic programs - online and in person - from associate to doctoral levels. Recognized nationally for affordability, inclusion, and career development, UWW has approximately one-third first-generation students and boasts strength in many areas, especially business and education. The campus and community embrace the Warhawk Family spirit, supporting the university's arts and nationally recognized NCAA Division-III level championship athletics. As a proud institution of access, more than 10 percent of undergraduate students use the acclaimed Center for Students with Disabilities - a priority mission since the 1970s.

UW-Whitewater's campuses are located centrally near Milwaukee, Madison, and Chicago, offering easy access to the cultural and commercial opportunities of major metropolitan areas. Near both Lake Geneva and the Wisconsin Dells, the area attracts numerous visitors from across the country. Whitewater is a vibrant college community near the Kettle Moraine State Forest offering area residents seasonal outdoor enjoyment. The nearby Rock County campus is located in Janesville, a town of 60,000 located on the Rock River and known as Wisconsin's Park Place.

Belonging and mattering are central to the university's culture, and UW-Whitewater strives to maintain an environment where individual and collective efforts are valued and celebrated. The University of Wisconsin-Whitewater is an Equal Opportunity and Affirmative Action Employer, and actively seeks and encourages applications from women, people of color, persons with disabilities, and veterans.

The University of Wisconsin-Whitewater is part of the 13-campus University of Wisconsin System (https://www.wisconsin.edu).

Wisconsin Statute 19.36(7)(b) provides that applicants may indicate in writing that their identity should be kept confidential. In response to a public records request, the University will not reveal the identities of applicants who request confidentiality in writing, except that the identity of the successful final candidate will be released. See Wisconsin Statute 19.36(7)(a).

Per Regent Policy Document 20-19, University of Wisconsin System Criminal Background Check Policy and UW System Administrative Policy 1275 Recruitment Policies, UW-Whitewater requires criminal background checks as a contingency to employment. A criminal background check will be conducted prior to an offer of employment. All final candidates must be asked, prior to hire, whether they have been found to have engaged in, are currently under investigation for, or left employment during an active investigation in which they were accused of sexual violence or sexual harassment. When obtaining employment reference checks, these same sexual violence or sexual harassment questions must also be asked.

The University of Wisconsin-Whitewater requires that all employees be active participants in following applicable safety rules and regulations including necessary training and drills.

For UW-Whitewater Campus safety information and crime statistics/annual Security Report, see Annual Security and Fire Safety Report. If you would like a paper copy of the report please contact the UW-Whitewater Police at 262-472-4660.

Well-qualified candidates can expect a starting annual salary commensurate with the candidate's education, related experience, and qualifications.

UW System employees receive an excellent benefit package. To learn more about the UW System's comprehensive benefit package, review the UW System Employee Benefits Brochure.

CONDITIONS OF APPOINTMENT:

University of Wisconsin-Whitewater does not offer H-1B or other work authorization visa sponsorship for this position. Candidates must be legally authorized to work in the United States at the time of hire and maintain work authorization throughout the employment term. If you have questions regarding this, please contact Human Resources. UW-Whitewater is not an e-verify employer, therefore STEM extensions are not options for work authorization.

Applications received by March 13th, 2025 are ensured full consideration. Applications received after that date may be given consideration at the discretion of the search committee. The most qualified applicants will be invited to participate in the next step of the selection process.

If you have questions regarding this recruitment or if you are unable to complete the application online due to a disability or system problem, please contact us at (262) 472-1024 or hr@uww.edu

For questions regarding this position, please contact:

Melissa Walton

262-472-1385

waltonm@UWW.edu

Only complete application packages will be considered. This includes online submission of the following documents:

• Cover Letter
• Resume
• Name and contact information for three professional references

This Job ID is 21658.