Administrative Assistant - Financial Aid

Southeastern Community College; West Burlington (IA); On-site; USD 36,000 - 54,000; Full time

Job summary

Southeastern Community College is seeking an administrative support specialist for the West Burlington Financial Aid Office. You will greet visitors, perform clerical duties, and ensure accurate data entry and records management while upholding confidentiality.

The role requires attention to detail, customer service focus, and the ability to work with college staff and external organizations in a professional setting.

Qualifications

• High School diploma or equivalent required.
• AA degree in Office Administration preferred.
• Minimum two years related office administration experience.
• Proven data-entry, proofreading, and record-keeping skills.

Responsibilities

• Greet and assist visitors to the Financial Aid Office and handle inquiries.
• Perform clerical duties including data-entry, filing, and document processing.
• Maintain confidentiality and manage sensitive information with care.
• Support office operations and coordinate with college staff and external partners.

Skills

Attention to detail

Data entry

Records management

Customer service

Communication skills

Education

High School diploma/equivalent

AA degree or AAS in Office Administration preferred

Tools

Microsoft Word

Excel

Access

Ellucian

Job description

Provide administrative and operational support for the West Burlington Financial Aid Office. Greet and assist all visitors of Financial Aid Office; perform regular clerical duties including but not limited to data input, routine document processing and records management, project support, and compliance with federal regulations. Requires superior attention to detail, accuracy, confidentiality, and customer service; and the ability to think analytically and intuitively. Direct and extensive contact with students, college employees and outside organizations is required.

General Responsibilities:

• Learn and embrace the comprehensive community college philosophy and related Iowa Code regulations.
• Learn, apply, and role-model all SCC policies and procedures, including but not limited to the strategic goals and expectations of accountability within the Student Affairs Division and specifically Financial Aid.
• Maintain strict confidentiality, security, and integrity of all records.
• Perform secretarial, clerical, and receptionist duties as assigned by immediate supervisor, including answering and directing phone calls where appropriate, effectively responding to phone/email/text inquiries with timeliness, greeting all visitors to the department, and maintaining a positive, engaging communication with each contact.
• Support Financial Aid Office processes through data-entry, filing, preparation and distribution of materials.

• Have understanding of Financial Aid processes and functions of the Financial Aid Office; and assist student with basic information and self-service functions.
• Keep up to date on office communications systems and procedures.

• Apply ethical standards to work situations; make work decisions in accordance with SCC’s values and goals; show respect and sensitivity for cultural differences, and promote a harassment-free environment.
• Embrace and support constructive change; work efficiently and effectively to improve college operations.
• Develop and maintain effective working relationships with students, colleagues within and outside Student Support Services, and general public; contribute toward building a positive team working environment throughout the college; treat others with respect as a representative of SCC.
• Other duties as assigned.

Specific Responsibility Position:

• Assist students with the federal financial aid application (FAFSA) and online Self-Service acceptance of aid; including collecting and recording student documents needed to complete the financial aid process and making corrections to student financial aid records using federal website.
• Complete verification of student files selected for verification, submit corrections to federal FAA system
• Learn and have a working knowledge of all federal financial aid programs and general administration of such
• Receive, record and verify documents submitted for student file completion
• Enter and assist in maintaining various spreadsheets for SAP, sponsorships and scholarships as needed
• Scan and maintain electronic filing of documents
• Access various federal systems to check loan defaults, transfer monitoring, other schools attended, aid received at other institutions, loan servicer information for completion of files or assistance to student.
• Assist in reconciliation and proofing of awards entered in Ellucian, verification of transmittals and accuracy of data entry.
• Assist with maintaining website information for financial aid office
• Other duties as assigned.

Education:

• High School diploma/equivalent required.

• AA degree or AAS in Office Administration preferred.

Experience:

• Experience:
  • Minimum two years related experience in office administration required; experience within financial aid, bookkeeping, financial services, accounting or higher education setting preferred.
  • Demonstrated skill with mathematical functions, grammar, punctuation and proofreading required.
  • Experience managing records, creating/tracking of reports/projects, scheduling appointments and working with confidential information preferred.

• Excellent interpersonal and communication skills, including telephone and social media etiquette appropriate for a professional workplace.

• Knowledge of computer software applications specifically Microsoft Office programs with competency in Word, Excel, & Access; ability to learn and develop competency in SCC’s administrative software (Ellucian).
• Keyboarding proficiency/accuracy and excellent proofreading ability, required.
• Ability to:
  • Work in a strong service environment that is subject to constantly changing priorities.
  • Maintain a professional, courteous, and positive demeanor while effectively dealing with varied and stressful situations.
  • Work effectively, cooperatively, and cordially with people of diverse background and needs.
  • Manage, prioritize, and complete multiple tasks with proficiency and timeliness in spite of regular interruptions.
  • Work independently and be a self-starter, including conducting research relevant to routine responsibilities and assigned tasks.
  • Operate multiline telephone systems, standard office equipment, and manage filing systems.
  • Learn and develop competency in new software applications.
  • Maintain strict confidentiality.
  • Lift and carry items up to 25 lbs.
• Be familiar with the mission of a community college.

Terms of employment are per bargaining agreement between SCC Board of Trustees and the SCCESA, employment contract and relevant policies of the Board of Trustees.