Job No. 155006
- Job Title:
- Administrative Assistant II - Financial Aid - 21658
- Employer:
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University of Wisconsin-Whitewater
- Location:
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Whitewater , WI
- Posting Date:
- 26-Feb-2025
- Description:
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JOB DUTIES:
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.
QUALIFICATIONS:
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.
- Contact information:
- University of Wisconsin-Whitewater
- Whitewater, WI 53190
- United States
- Employer's Website:
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