Administrative Asst II

Administrative Assistant II

The Administrative Assistant II provides comprehensive administrative support overseeing all office activities and coordinating the day-to-day office operations including performing receptionist duties. The position requires attention to detail, and excellent customer service skills.

Reporting to the Associate Vice President (AVP) of Student Financial Services (SFS), this position requires discretion and the ability to discuss financial records with the student and contributors in compliance with federal, state, and institutional policies.

Duties and responsibilities include, but are not limited to, the following:

• Delivers accurate and courteous service to current and prospective students regarding financial aid and student account information.
• Provides information in person, through email, and over the telephone to visitors, administration, faculty, students, and parents.
• Coordinates and performs administrative support functions; including record retention, electronic student files, and maintains a high level of customer service.
• Monitors Student Financial Services emails, voice messages, and calendar.
• Prepares financial aid files for newly admitted undergraduate students to be awarded.
• Works closely with the Office of Admissions to provide financial aid offer letters to newly admitted undergraduate students electronically and by mail.
• Processes financial aid offer letter emails to current students in all programs.
• Provides guidance to students and families and supports AVP in the preparation of documentation for processing student appeals.
• Maintains department confidence and safeguards operations by keeping information confidential; adheres to all safety and housekeeping policies and procedures.
• Provides clerical support for the SFS office such as preparing and copying materials, filing, maintaining records; sorting and distributing mail; ordering office supplies.
• Assists with budget management, processes check requests, invoices, and reimbursement requests for expenses related to SFS functions.
• Contributes to team effort by accomplishing related duties as needed.
• Perform other duties and special projects assigned.

Qualification guidelines include, but are not limited to, the following:

• High school diploma or equivalent supplemented with two years of additional course work in related fields such as business, secretarial, computer software/word processing and spreadsheet programs including the ability to use database and Microsoft Office software programs.
• Three years of administrative support experience or related experience.

Knowledge and skills include:

• Knowledge and understanding of current principles, practices, and trends in higher education.
• Excellent organizational skills, and detail orientated with high accuracy.
• Knowledge of applicable, federal, and state laws and regulations; and ability to apply legal and policy standards.
• Excellent oral and written communication skills.
• Proficiency with numbers.
• Strong customer service skills.
• Ability to prioritize tasks, meet deadlines and work independently and with minimal supervision in a fast-paced environment with changing priorities.
• Effective listening and interpersonal skills.
• Ability to collaborate cooperatively with co-workers, supervisors, and with on and off campus contacts.
• Basic knowledge of record keeping and record retention requirements.
• Proficiency in computer skills using Microsoft Office Suite including Excel, Word, and PowerPoint.
• Ability to maintain confidentiality and act with professionalism, sensitivity, and neutrality.
• Must be able to competently interact with a culturally and ethnically diverse population of students, faculty, and staff.

Working conditions include:

Standard office and field setting. Duties performed are primarily in an office environment while sitting at a desk or computer workstation or in meetings. At least minimal environmental controls to assure health and comfort.

Physical demands include:

Incumbents regularly sit for long periods; walk short distances on a regular basis; use hands and fingers to operate an electronic keyboard or other office machines; reach with hands and arms; stoop or kneel or crouch to file; climb stairs; speak clearly and distinctly to answer telephones and to provide information; see to read fine print and operate computer; hear and understand voices over telephone and in person; and lift, carry and/or move objects weighing up to 10 pounds.

To apply: A resume/CV and cover letter are required. In compliance with The Americans with Disabilities Act, if selected for the interview process and accommodations are needed, please call View phone number on click.appcast.io. If you are unable to complete an application due to a disability, contact us at View phone number on click.appcast.io to ask for accommodation or an alternative application process.