Administrative Secretary - Financial Aid
Job Vacancy Notice: 2/22/2014
Deadline Date: 3/7/2014
JOB SUMMARY: This individual works closely with the Director to maintain departmental employee records involving high degree of responsibility and confidentiality. Maintains over-time records of hourly staff in coordination with Director. Performs confidential administrative support duties, which include typing, filing, answering telephones, scheduling appointments and assisting staff and administrator in preparing for meetings. Maintain staff Atlas information. Orders and keeps an inventory of office supplies. Create necessary forms, letters and documents needed by the financial aid office. Processes all orders (keeping one original) for printing requests. Inventories, organizes, and prints financial aid forms as needed. Completes and mails all student requests for student financial aid award and expense information. Assists with the organization, maintenance of file storage in the basement and file room. Makes sure all documents are entered onto the computer, i.e. the date entry of incoming documents. Perform as needed the upload process through Datatel from the Department of Education. Assist the Financial Aid Systems Manager with federal work study payroll paperwork. Assist the Financial Aid Systems Manager with monthly reconciliation of federal work study. Update financial aid information in Hawkeye Happenings, ComLink, bulletin board/tv, and other distribution sources. Maintains and updates exit loan counseling materials for students. Assists with financial aid award reconciliation. Maintains outside scholarship folders. Responsible for backup coverage of front service counter. Screens walk-in customers and assesses their needs. Provides responses to their questions or determines if they require additional information. Assists customers with completing their financial aid forms (specifically the FAFSA form). Answers incoming calls from the main phone line, emails, voicemails, texts and chat sessions in a timely manner. Ensures that the voicemail message on the main phone line is operational and has current information. Engages in contact with students, faculty, administration and funding agency personnel with a high degree of interpersonal communications and skills. Positively represents and promotes Hawkeye Community College to all customers. Performs other related work as assigned.
QUALIFICATIONS: Associates Degree in a related field and two (2) years of office/clerical experience or equivalent combination of education and experience. Two years of experience in Microsoft Office. Knowledge of financial aid terminology and procedures. Minimum typing speed of 40 net words per minute. Ability to provide excellent customer service. Ability to communicate effectively both orally and in writing. Strong organizational skills and the ability to demonstrate logical analytical thought in problem solving and organization. Ability to work on multiple tasks while performing receptionist duties. Ability to work effectively in a collaborative team atmosphere. Demonstrated organizational skills. Working knowledge of accounting procedures. Ability to initiate and maintain financial aid correspondence via different social media. Ability to handle confidential information. Must project a positive professional image. Ability to work with diverse groups, faculty, staff and students. Working knowledge of the Family Educational Rights and Privacy Act (FERPA) and Health Insurance Portability and Accountability Act (HIPAA).
EMPLOYMENT STATUS: Full time position with a comprehensive benefits program including health, dental, life, and LTD insurance; a Section 125 plan for medical and dependent care expense; holiday, personal, sick, and vacation leave; and a choice of retirement programs--IPERS (defined benefit) or TIAA-CREF (defined contribution).
Application materials are required and must be received in the Human Resource Services office by 4:00pm Central Time 3/7/2014.
If you are in need of any special accommodation in completing the application process, please notify Human Resource Services.
Human Resource Services