Summary:
The Department Administrative Assistant provides comprehensive administrative support to the Accounting and Financial Aid departments within the University. This position serves as a key point of contact for students, faculty, staff, vendors, and external partners, ensuring efficient office operations, accurate record management, and exceptional customer service. The ideal candidate is highly organized, detail-oriented, self-motivated, and capable of managing multiple priorities while maintaining confidentiality and professionalism.
Essential Duties:
Administrative Support
· Provide administrative support to Accounting and Financial Aid leadership and staff.
· Manage department correspondence, phone calls, emails, and general inquiries.
· Schedule meetings, appointments, and departmental events as needed.
· Prepare, proofread, and distribute reports, letters, forms, and other departmental documents.
· Assist with special projects and departmental initiatives.
Records Management & Document Processing
· Scan, upload, file, and organize physical and electronic records in accordance with university policies.
· Maintain accurate and confidential student, financial, and departmental records.
· Ensure documents are properly filed, archived, and readily accessible.
· Monitor record retention requirements and assist with audits and compliance reviews.
· Verify the accuracy and completeness of documents before processing.
Communication & Customer Service
· Serve as a professional and courteous point of contact for students, faculty, staff, vendors, and external agencies.
· Respond to inquiries in person, by phone, and through email in a timely and professional manner.
· Provide information regarding departmental processes, procedures, and deadlines.
· Escalate complex issues to appropriate personnel when necessary.
· Maintain positive working relationships with internal and external stakeholders.
Accounting Support
· Assist with invoice processing, vendor communications, and purchasing documentation.
· Review invoices and
· Coordinate with vendors regarding payments, account information, and required documentation.
· Assist with maintaining accurate accounting files and reports.
Financial Aid Support
· Assist with processing and tracking student financial aid documentation.
· Monitor student files for completeness and communicate missing requirements.
· Maintain confidentiality of sensitive student financial information.
· Support Financial Aid staff during peak processing periods and student outreach efforts.
· Assist with document collection, verification, and workflow tracking.
· Assist with Default Management and Prevention Activities
Office Operations
· Ensure office equipment and systems are functioning properly and report issues as needed.
· Support departmental workflow improvements and process efficiencies.
Perform other administrative duties as assigned
Qualifications/Education:
Education:
· Associate degree or equivalent combination of education and experience
Skills & Experience:
Required:
· Minimum of 3 years of progressively responsible administrative support experience.
· Demonstrated proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and Teams.
· Experience managing confidential records and sensitive information.
· Strong organizational, filing, and document management skills.
Preferred
· Experience working in higher education.
· Experience supporting accounting, finance, student services, or financial aid operations.
· Familiarity with student information systems, document imaging systems, and enterprise software platforms.
Knowledge, Skills, and Abilities
· Exceptional attention to detail and accuracy.
· Excellent verbal and written communication skills.
· Strong customer service and interpersonal skills.
· Ability to work independently with minimal supervision.
· Ability to prioritize tasks and manage multiple deadlines simultaneously.
· Strong problem-solving and critical-thinking abilities.
· Demonstrated discretion when handling confidential information.
· Ability to collaborate effectively with diverse groups of students, faculty, staff, and vendors.
· Strong data entry and recordkeeping skills.
· Ability to adapt to changing priorities and departmental needs.
Commitment to professionalism, integrity, and service excellence
Pay: $19.00 - $24.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Employee assistance program
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Professional development assistance
- Retirement plan
- Tuition reimbursement
- Vision insurance
Work Location: In person
