Administrative Assistant, Financial Aid

Financial Aid Office Administrative Assistant

The Financial Aid Office Administrative Assistant serves as the primary point of contact for students and visitors, providing exceptional customer service through in-person interactions, phone calls, and electronic correspondence. This role manages the coordination of incoming and outgoing mail, including scanning, documenting, and distributing materials, as well as maintaining organized filing systems in compliance with record retention policies. Additionally, this position is responsible for preparing and distributing necessary forms and informational packets, overseeing office supply procurement and equipment maintenance, and supporting financial aid processes. This is a full-time, hourly, non-exempt position with membership in the Public Education Employee Retirement System of Missouri (PEERS). All candidates must submit a completed online application at our website:

A cover letter, resume/curriculum vitae, transcripts, and any other relevant documents should be uploaded with the application. Review of applications will begin immediately.

Qualifications

A Bachelor's Degree is preferred but not required. This position requires excellent verbal, written, and interpersonal communication skills, organizational skills, problem-solving skills, and critical thinking skills. Additionally, the ideal candidate must be detail-oriented, have the ability to multi-task and work under pressure, maintain confidentiality, maintain accurate and complete records, and meet deadlines, complete projects accurately and on a timely basis, present a professional image in all telephone and personal contacts, and must have computer skills.

Job Responsibilities

1. Front Desk & Communication Support: Serve as the initial point of contact for students and visitors, managing phone calls and in-person inquiries. Provide accurate information or direct individuals to appropriate financial aid staff.
2. Customer Service Excellence: Deliver exceptional service across all communication channels, ensuring a welcoming and supportive environment for students seeking financial aid assistance.
3. Mail & Document Handling: Coordinate the receipt and distribution of incoming and outgoing mail and packages. Process incoming documents by scanning, recording, and distributing them appropriately.
4. Records Management: Maintain organized filing systems for hard-copy documents, ensuring compliance with record retention policies.
5. Forms & Materials Coordination: Prepare and distribute necessary forms and informational packets, including printing and assembling materials for student use.
6. Procurement & Equipment Oversight: Manage the ordering of office supplies through vendors like Amazon and Staples. Coordinate maintenance and servicing of office equipment, such as copy machine.
7. Process Support: Assist in the coordination of financial aid processes, including the Satisfactory Academic Progress (SAP) evaluations, by organizing documentation and supporting staff activities.
8. Additional Duties: Undertake other tasks as assigned to support the efficient operation of the Financial Aid Office.