Adminstrative Assistant II-Financial Aid

About Fitchburg State University:

Fitchburg State University, located in Fitchburg, Massachusetts, is a public institution dedicated to integrating high-quality professional programs with strong liberal arts and sciences studies. Founded in 1894, the university now has more than 30 undergraduate programs and 22 master's degree programs, and 6,000 full and part-time students. We invite you to learn more about us and how we can help you achieve your educational goals.

Institutional Diversity and Social Justice

Fitchburg State University embraces a commitment to diversity, inclusion, belonging and social justice. We encourage individuals from historically underrepresented groups to apply and also those who can contribute to diversity, inclusion and equal opportunity in higher education through their teaching, research and mentorship.

Job Description:

General Statement of Duties and Responsibilities:

Reporting to the Director of Financial Aid, the Administrative Assistant II provides frontline, in-person support to students, families, and walk-in visitors, serving as a primary point of contact for the Financial Aid Office. In addition, the Administrative Assistant II provides essential clerical, organizational, and administrative support to the financial aid team to ensure efficient office operations and responsive service to the campus community.

Detailed Statement of Duties and Responsibilities:

• Corresponds with prospective and current students and their families throughout the financial aid application, processing, and awarding cycles, providing accurate information and directing inquiries to the appropriate staff as needed.
• Performs primary customer service duties such as responding to phones, email and walk-in traffic and opening mail.
• Coordinates the preparation and distribution of financial aid correspondence, including missing document notifications sent to students by mail and/or email and financial aid award notifications sent by mail and/or email. Ensures notifications are accurate, timely, and consistent with departmental procedures and communication practices.
• Works with the Associate Director in the coordination of the federal work study (FWS) program. This includes managing student employment paperwork, monitoring student earnings, and sending correspondence to FWS supervisors and works closely with Payroll Services. Works directly with the Financial Aid Offices Federal Work Study Student Employees.
• Certifies Alternative Loans on ELMONE. Including disbursement and balancing the Alternative Loan Program.
• Maintains a strong working knowledge of all federal, state, and University student aid regulations, policies, and procedures as well as working knowledge of federal, state, and financial aid software.
• Enters student financial aid document information into Banner and performs electronic document scanning, indexing, and filing. Coordinates the communication process for students and/or parents regarding the receipt and completion of financial aid documents. Maintains and monitors reports tracking document receipt and file completion, follows up on outstanding documentation as appropriate, and notifies financial aid counselors when student files are complete and ready for review and further processing.
• Assists with the completion of external financial assistance forms.
• Assists students with completing required electronic loan processes (entrance and exit counseling and master promissory notes) and accessing the student self-service portal, providing guidance on navigation, required steps, and available online resources
• Provides assistance with departmental budget activities including tracking expenditures, maintaining records, processing documentation, and assisting with budget monitoring and reconciliations.
• Performs other duties consistent with the Administrative Assistant classification.

This AFSCME union position is part of the Commonwealth Human Resources Division Classification Specifications. Click this link or follow the URL https://www.mass.edu/forfacstaff/classificationspecs/ for a full description of the classification specifications.

Duties and Responsibilities common to all Administrative Assistant II positions:

• Provides comprehensive administrative support to assigned staff by managing calendars, drafting and editing correspondence, organizing and maintaining files and records, and monitoring departmental processes to ensure efficient workflow and communication
• Confers with internal staff and institutional personnel to exchange information, coordinate efforts, and gather details concerning programs, services, and operations.
• Prepares and disseminates communications through email and other electronic systems to share information regarding university activities, resources, and announcements.
• Assists in the planning and coordination of department sponsored events or meetings, including responding to inquiries, scheduling spaces, preparing materials, ordering supplies or refreshments, and arranging logistical details.
• Serves as a first point of contact by greeting visitors, answering phones, and assisting students and others with general inquiries or referrals.
• Maintains office systems and databases, ensuring organization, accuracy, and adherence to confidentiality and data management standards.
• Monitors and orders office supplies and materials, initiates purchase requests and ensures compliance with procurement policies.
• Assists in tracking departmental budgets and expenditures, compiling financial data, processing invoices and purchase orders, and preparing standard reports for review by supervisors or fiscal staff.
• Demonstrates professionalism, organization, and the ability to manage multiple priorities in a fast-paced setting while supporting a positive environment
• Supervises and trains student workers by assigning tasks, providing clear instructions and guidance, monitoring performance, and offering ongoing support and feedback. Ensures student workers adhere to safety protocols, maintain professionalism, and contribute effectively to daily operations as well as fostering a positive learning environment to enhance student development and operational efficiency.

Requirements:

• High School Diploma and three years of full-time or equivalent part-time experience in office management or any equivalent combination of experience and higher education.
• Experience in a customer service driven field. Experience in financial aid preferred; similar experience in higher education also preferred.
• Ability to understand and apply the policies and procedures of the financial aid office.
• Familiarity with computer systems, data entry and database management.
• Ability to work accurately with names, numbers and codes; ability to maintain accurate records.
• Ability to gather information by examining records and documents.
• Ability to perform arithmetical computations with speed and accuracy.
• Ability to deal tactfully with others and establish and maintain harmonious working relationships in a diverse environment.
• Ability to exercise sound judgment.
• Strong customer service skills.
• Must be able to satisfactorily pass a check conducted by the Criminal History Systems Board (CORI check) as well as a background check satisfactory to the university.
• Ability to perform duties of the position consistent with the Administrative Assistant classification, with or without reasonable accommodation.

Additional Information:

This is a full-time, non-exempt, benefits-eligible position in the American Federation of State, County, and Municipal Employees (AFSCME) bargaining unit with a title Adminstrative Assistant II. The bi-weekly pay rate is $2,405.69, grade 17, Step 01, which equates to an annual salary of $62,547.94. The schedule is Monday to Friday 8:30 a.m. - 5:00 p.m.

Fitchburg State University conducts criminal history and sexual offenders record checks on recommended finalists prior to final employment for all positions.

Fitchburg State University offers a competitive benefits package that includes:

• Nine different pre-taxed, health insurance plan options.
• Competitive retirement plan.
• Life insurance up to 8x the annual salary.
• Long-term disability coverage.
• Dental insurance.
• Accrued vacation and sick days.
• Personal days.
• Paid holidays.
• Tuition remission for self, spouse, and dependent children.

Fitchburg State University is an equal opportunity employer.

Application Instructions:

Interested candidates should submit a cover letter, resume and be prepared to enter name/contact information for three professional references.

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