Financial Aid Assistant

The Financial Aid Assistant provides essential administrative and operational support to the Financial Aid Office. This role assists with the processing of financial aid applications, outside scholarships, and student records; responds to basic inquiries; supervises student workers; and helps ensure the smooth functioning of daily office operations. The ideal candidate will be detail-oriented, organized, possess strong data entry and communication skills, and be committed to providing excellent service to students while supporting the goals of the financial aid team.

REQUIREMENTS/MINIMUM QUALIFICATIONS:

Experience

• Minimum of 3 years of administrative support experience, preferably in an office environment.
• Strong data entry skills with accuracy and attention to detail.
• Proficient in using basic computer applications, including email, word processing software (e.g., Microsoft Word), and basic spreadsheet software (e.g., Microsoft Excel).
• Good communication and interpersonal skills, with the ability to interact professionally with students, parents, and colleagues.
• Strong organizational skills and the ability to manage multiple tasks.
• Ability to follow instructions and procedures accurately.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Demonstrated ability to work independently and as part of a team.
• A commitment to providing excellent support.

Education

• High school diploma or equivalent required. Some college preferred.

SUPERVISORY RESPONSIBILITIES:

• Supervise Student Workers

ESSENTIAL FUNCTIONS:

• Application Processing Support

• Assist with the intake, review, and processing of financial aid applications and supporting documentation.

• Ensure applications are complete and accurate, following up with students for missing information as needed.

• Perform data entry tasks related to financial aid applications and student records in the student information system.

• Assist with the verification process by collecting and organizing required documentation.

• Prepare and mail notification letters and other correspondence to students.

• Record Keeping and File Management

• Maintain accurate and organized student financial aid files, both electronic and physical, ensuring compliance with record retention policies.

• Scan and index financial aid documents into electronic imaging systems.

• Assist with file audits and data integrity checks.

• Retrieve and distribute student files and information as authorized.

• Front Office and Communication Support

• Provide front-line support by answering phone calls, responding to emails, and greeting visitors.

• Provide general information about financial aid processes, deadlines, and required documentation.

• Direct complex inquiries to the appropriate Financial Aid Assistant Directors or Supervisor.

• Assist students with basic questions and provide guidance on accessing online resources.

• Assist with preparing general office correspondence and mailings.

• Data Entry and Reporting

• Perform accurate and timely data entry for various financial aid processes.

• Assist with generating basic reports and data extracts as requested.

• Maintain data integrity and accuracy in all assigned tasks.

• Office Operations Support

• Assist with general office duties, including photocopying, scanning, faxing, and filing.

• Order and maintain office supplies.

• Assist with the scheduling of appointments and meetings.

• Help maintain a clean and organized office environment.

• Compliance and Confidentiality

• Adhere to all federal, state, and institutional regulations and policies related to financial aid.

• Maintain the confidentiality of student financial aid records in accordance with FERPA guidelines.

• Other Duties

• Perform other duties and responsibilities as assigned by the Financial Aid Management.

• Assist with the receipt, tracking, and processing of outside scholarships, including entering awards into the student information system, maintaining supporting documentation, and responding to student inquiries regarding scholarship funding.