Job Posting for Financial Aid Administrative Assistant II at Rock Valley College

JobID: 1852

Position Type:
Support Staff

Date Posted:
7/12/2023

Location:
Main Campus

Position Title: Administrative Assistant II
Dept: Financial Aid (FIA)
Division: Enrollment Services (ENS)
Employee Status: Full-time
Type: Support Staff Association (SSA Union)
Grade: 8
Target Salary Range: $18.00-$19.00/hour
FLSA: Non-exempt
Business Hours: Monday - Friday, 8 am - 5 pm (May be required to work some evenings and weekends)
Priority Application Deadline: July 28, 2023

To save time applying, Rock Valley College does not offer sponsorship of job applicants for employment-based visas for this position at this time.

Reporting Relationships

Reports to: General supervision is received from the Director, Financial Aid.

Supervision Exercised: Functional supervision may be exercised over student workers.

Job Summary

Primarily responsible for greeting and assisting students in the financial aid office, assisting with file review, handling telephone inquiries, maintaining statistics, and general office duties. Know and apply federal, state, and college procedures and policies in the processing of student applications for financial aid. Maintain confidentiality of student information. Provide excellent customer service technique and etiquette to students, faculty, administration, staff and others through all methods of contact. Using independent judgment and minimal supervision, provide advanced clerical support involving multiple software and complex office equipment. Must exercise advanced reasoning and mature critical and analytical thinking skills. Lead or direct all office support functions. Confidentiality and discretion are required.

Essential Duties and Responsibilities include the following. Related duties may be assigned.

Utilize comprehensive knowledge of all activities of college and office, and facilitate others, as appropriate.

Resolve inquiries, refer to appropriate departments, and provide resource materials; maintain accurate knowledge of college-wide resources in order to respond to questions for both internal and external customers.

Independently prepare correspondence, reports, and memos.

Word process complex materials, editing for grammar and content. Proofread completed documents to check for errors and make corrections.

Perform computations and routine statistical analysis regarding budgets, grants, financial processes and government reports.

Excellent oral and written communication skills. Facilitate communication at all levels with sound judgment and skill.

Coordinate supervisor’s schedule and make appointments.

Arrange and coordinate travel schedules and reservations.

Proficient in using all methods of telecommunications.

Coordinate and arrange meetings, prepare agendas, reserve and prepare facilities, and record notes/minutes of meetings.

Prepare and monitor budgets and reports.

Make copies of correspondence or other printed materials.

Read and route incoming mail as well as preparing outgoing mail and correspondence, including e-mail and faxes.

Order and maintain supplies, and arrange for equipment maintenance.

Attend meetings as needed. Take minutes/notes as necessary/assigned.

File, or code and arrange filing of, completed documents as well as purge files in accordance with statutory governmental regulations and/or college guidelines. Maintain filing system.

Regular attendance is expected.

Using tact and courtesy, the ability to establish and maintain effective relationships with persons contacted in the course of work.

Specific Duties and Responsibilities

Explain the benefits and requirements of financial aid programs to students.

Assist in the file review process

Maintain up-to-date knowledge of financial aid program parameters and regulations.

Assist students with the online filing of financial aid applications, status inquiries and scholarship searches.

Keep statistics using Excel.

Assist in the Admissions application processing during peak enrollment times.

Assist in the CRM system to help enrollment funnel during peak enrollment times.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Minimum Qualifications

Associate’s degree or equivalent from two-year college or technical school preferred; or six to twelve months related experience and/or training; or equivalent combination of education and experience. Ability to read, understand and express oneself clearly. Ability to read and interpret documents such as policy manuals and procedure manuals. Ability to write routine reports and correspondence. Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rates and percentages. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form. Windows, Microsoft Word, Excel (spreadsheet design and entry), database entry, Web page maintenance and ability to learn the college’s administrative software system.

Work Environment

While performing the duties of this job, the employee regularly works in an office setting.

Physical Demands

Physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job:

While performing the duties of this job, the employee is regularly required to use hands and fingers to handle, feel, or operate objects, tools or controls, and reach with hands and arms. The employee is frequently required to stand, talk and hear.

Full-time Positions: (SSA, ESP) - Hourly
Rock Valley College offers an excellent benefits package including medical, dental, vision, and group life and AD&D insurance. In addition, we offer optional flexible spending accounts, LTD, supplemental life insurance and AD&D for yourself and your dependents. SURS pension and optional retirement savings programs. Complimentary use of the Fitness Center for employee and spouse or domestic partner, Educational Assistance, and Tuition Waivers for employee and dependents, paid holidays, up to 10 days of vacation per year, 12 days paid sick leave each year, 3 personal days each year, which can accumulate up to 6 days. RVCare clinic onsite.

Rock Valley College values diversity and is committed to fostering an inclusive, diverse and respectful environment, as we believe that diversity in our organization encourages a rich and creative environment. We are actively engaged in building a more diverse organization and encourage all qualified applicants to apply today. We are also committed to providing accommodation for persons with disabilities. If you require accommodations, please contact our Human Resources Department at (815) 921-4760. Check out Diversity, Equity, and Inclusion, Wellness, Benefits, job openings, and more at Rock Valley College!

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