Administrative Assistant - Financial Aid

Xavier College Preparatory; Avondale (AZ); On-site; USD 40,000 - 50,000; Full time

Benefits offered by this job

Diocese benefits

Job summary

Xavier College Preparatory in Avondale, AZ is seeking an Administrative Assistant - Financial Aid to serve families with tuition and scholarship questions and to maintain supportive relations with parents, students, staff, and faculty.

The role requires fluent English and Spanish, strong customer service, and experience with financial record keeping; duties include assisting the Director of Finance, handling scholarships, and coordinating with STOs.

Qualifications

• High School Diploma required; an Associate or Bachelor's degree preferred.
• 5+ years of customer service experience.
• Bilingual in English and Spanish.
• Experience with financial record keeping and bookkeeping.
• Proficiency with Microsoft and Google platforms.

Responsibilities

• Customer service to families regarding tuition and scholarships.
• Educate on financial aid opportunities and payment arrangements.
• Assist families in the scholarship application process.
• Coordinate with School Tuition Organizations (STOs).
• Maintain the Financial Aid and Tuition spreadsheet and assist with finance tasks.

Skills

Bilingual English/Spanish

Customer service

Financial record keeping

Microsoft Office

Google Workspace

Communication

Attention to detail

Confidentiality

Education

High School Diploma

Associates or Bachelors preferred

Tools

FACTS software

Microsoft Office

Google Workspace

Job description

POSITION TITLE: Administrative Assistant - Financial Aid

Administrative Assistant for Financial Aid is primarily responsible for customer service to families with regard to tuition and scholarships. This position will maintain a good relationship with parents, students, staff members and faculty; provide financial support required by the Director of Finance; assist the Director of Finance in maintaining accurate records; perform any other job-related tasks deemed necessary and/or assigned by the Director of Finance or the Principal. The position requires the ability to communicate fluently in both English and Spanish.

Status: Grade 2, Non-Exempt, 12 months. (Classification is 12A: Non-duty days during the student school calendar are the same as the teaching staff. All other days in the fiscal year are work days except earned vacation).

• 40 hours per week
• Usual Hours are 7:30 AM to 3:30 PM. Occasional work on weekends and/or evenings.
• Benefits per Diocese of Phoenix Benefit guidelines
• Reports to the Director of Finance
• ESSENTIAL JOB FUNCTIONS
• Customer Service to school families including communicating payment arrangements, educating on financial aid opportunities, and responding to a variety of questions and requests
• Presentation of scholarship opportunities to existing and potential new families - one-on-one and in small groups
• Assist families in the scholarship application process
• Coordination of Madrinas - group that volunteers to assist with the scholarship process
• Serve as liaison with School Tuition Organizations (STOs)
• Tuition collection, including current and delinquent accounts, utilizing FACTS software
• Maintain the Financial Aid and Tuition spreadsheet
• Assist with various Finance and Accounting tasks
• REQUIRED EDUCATION, KNOWLEDGE, SKILLS, AND ABILITIES TO PERFORM ESSENTIAL JOB FUNCTIONS
• Active practicing Roman Catholic in full communion with the Church
• Excellent communication and customer service skills - must be bilingual (fluent in English and Spanish)
• Able to understand and clearly express the mission of Catholic Schools, especially St. John Paul II Catholic High School
• High School Diploma required; Associates or Bachelors degree preferred
• 5+ years of customer service experience
• Strong attention to detail, creativity, organizational and problem-solving skills
• Ability to maintain confidentiality required
• Experience with financial record keeping, accounting, and bookkeeping
• Good judgment in handling different personalities and emerging situations; an ability to observe and actively listen in assessing family needs
• Ability to work cooperatively with others utilizing effective interpersonal communication skills
• Experience with Microsoft and Google platforms for email, word processing documents, spreadsheets, and document sharing
• Understanding of Arizona Private School Tax Credit programs
• Able to lift and move boxes and materials
• Must possess a strong desire to serve

Disclaimer

This is not necessarily an exhaustive list of all responsibilities, skills, duties, requirements, efforts or working conditions associated with the job. While this is intended to be an accurate reflection of the current job, school administration reserves the right to revise the job or to require that other or different tasks be performed when circumstances change (e.g., emergencies, changes in personnel, workload, rush jobs, technological developments, etc.).