Administrative Assistant II - Financial Aid - Enrollment and Retention

Administrative Assistant II - Financial Aid - Enrollment and Retention

The Office of Financial Aid at the University of Wisconsin-Whitewater seeks an Administrative Assistant II. The Administrative Assistant II position in the Financial Aid Office serves as a first point of contact for the Financial Aid Office, delivering high-quality customer service to students, families, and campus partners through in-person, phone, and email communication. The role supports daily office operations by managing communications, overseeing student employees, and maintaining office systems, supplies, and records.

Key responsibilities include coordinating financial aid communications through systems such as PeopleSoft, training student assistants, and ensuring timely and accurate processing of correspondence and document workflows. The position also assists with document imaging, supports compliance with federal and institutional regulations, and assists with other administrative tasks as assigned.

This role requires strong organizational, communication, and technical skills, along with the ability to multitask, exercise independent judgment, and collaborate effectively in a student-focused environment.

Responsibilities:

• 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 Financial Aid Office'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, managing 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.

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

• Generate student notices using established mail merge processes.
• Work with the Financial Aid Office IT Business Analyst in maintaining the communication generator (Comm Gen) process in PeopleSoft.
• 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.

Direct day-to-day efforts of 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.
• Guide student assistants in the preparation and mailing of financial aid award notices and other correspondence, including missing information and revision letters.
• Assist in the planning of and supervise the implementation of mass mailings.

Coordinate ordering of supplies and equipment, subscriptions/membership renewals, and maintenance of office inventory and budgetary records.

• Process internal supplies/equipment requests; order internal supplies following online ordering procedures. Additionally, coordinate off-campus supplies/equipment ordering requests as needed; order online or by phone using University Purchasing Card. Inventory all supplies/equipment received making sure all transactions are accurate.
• Monitor and maintain adequate inventory of forms and office supplies.
• Serve on the Financial Aid Office technology committee.
• Process conference registrations and assist in making travel arrangements.
• Process subscriptions and membership renewals.

Manage document imaging for the Financial Aid Office.

• Coordinate 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.

Miscellaneous duties.

• Print and distribute various PeopleSoft query reports according to schedules.
• Monitor proper disposal of paper documents.
• Maintain copy machine.
• Maintain lobby/reception area, keeping signage current.
• Perform other related duties as assigned.

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.

Key Job Responsibilities:

• Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations
• Maintains established methods and organizational systems directed at the maintenance of electronic/physical records related to work operations according to established policies and procedures
• Serves as a first point of contact for individuals and groups, provides basic organizational information via phone, in person and through other communication mediums, and routes more complex inquiries to the appropriate entities
• Collects, analyzes, and prepares various communication materials from established sources utilizing technology mediums
• Sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures under general supervision

Department: Financial Aid

Compensation: Well-qualified candidates can expect a starting hourly rate of up to $20.60 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.

Required Qualifications:

• Associate degree or administrative experience in an office environment.

Preferred 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:

• Ability to interact respectfully with people with diverse socioeconomic, cultural and ethnic backgrounds
• Willingness and ability to be an active participant in following applicable safety rules and regulations including necessary training and drills

How to Apply:

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

Contact Information:

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 View phone number on click.appcast.io or View email address on click.appcast.io.

For questions regarding this position, please contact:

Melissa Walton

View email address on click.appcast.io

View phone number on click.appcast.io

To ensure consideration:

Applications received by May 13th, 2026, 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.

Campus 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 11,500 students at its main and Rock County campuses. The team provides high-impact practices and academic programs online and in