Administrative Support Specialist

Saint Martin's University; Lacey (WA); On-site; USD 36,000 - 44,000; Full time

Job summary

Saint Martin's University is seeking an Administrative Support Specialist to be the first point of contact for Student Financial Services, handling inquiries from students, parents, faculty, staff, Abbey members, and the community.

The role includes processing payments, updating records in PowerCAMPUS and Meadow, assisting with billing communications, and supporting the team with daily deposits and holds management on the Main Campus.

Qualifications

• Associate's degree or equivalent required.
• Experience in a college/university environment preferred.
• Cash handling experience preferred.
• Successfully pass a background check.

Responsibilities

• Serve as first point of contact for Student Financial Services in person, by email, and by phone.
• Process student payments and billing information.
• Monitor SFS email and notify students about balances or past-due amounts.
• Update data in PowerCAMPUS and Meadow portal.
• Assist with routine clerical duties and daily deposits.

Skills

Customer service

Microsoft Office

Independent work

Communication skills

Confidentiality

Diversity awareness

Benedictine values

Education

Associate’s degree

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Administrative Support Specialist

Full Time Regular Non-Ex Staff w Benef Main Campus

Salary: $40,000.00 Annually

POSITION SUMMARY

The Administrative Support Specialist is Student Financial Services (SFS) first point of contact...in person, by telephone, and by email for current and prospective students, parents of students, University faculty, University staff, Abbey members, and the community. This person receives the initial phone calls, processes payment and billing information and insurance information as needed. This person also monitors the Student Financial Service email and assists with communication to students regarding outstanding balances or missed payments.

Saint Martin's University is more than just a place of learning - it's a welcoming community where students, faculty, and staff come together with purpose and heart. Founded in 1895 by the Benedictine monks of Saint Martin's Abbey, we are grounded in the timeless Benedictine values of community, hospitality, and balance. These values, combined with a Saint Martin's liberal arts education, shape our approach to education and daily life, encouraging students to think deeply, act with compassion, and serve with purpose.

As part of the Catholic Intellectual Tradition, we honor the integration of faith and reason, the dignity of every person, and a shared responsibility for the common good. Our mission is to form graduates who are not only intellectually curious and ethically grounded, but also deeply committed to building a more just and equitable world. At Saint Martin's, we care about the whole person.

Our supportive campus culture is built to help students thrive - academically, personally, and professionally. We pay special attention to the needs of those who have been historically underserved, and we work intentionally to create an inclusive, respectful, and compassionate environment for all.

We warmly invite mission-driven individuals to join our community - not just to work here, but to be part of something meaningful. Together, we educate students who go on to make a positive difference in their lives, their communities, and the world.

ESSENTIAL FUNCTIONS & RESPONSIBILITIES

Essential Functions & Responsibilities - Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. This list is ILLUSTRATIVE ONLY, and is not a comprehensive listing of all functions and duties performed by incumbents of this position. Employees are required to be in attendance and prepared to begin work at their assigned work location on the specified days and hours. Factors such as regular attendance at the job are not routinely listed in job descriptions, but are an essential function. Essential duties and responsibilities may include, but are not limited to, the following.

• Provide initial contact for Student Financial Services in person, by email, and by phone, with current and prospective students, parents of students, University faculty, University staff, Abbey members, and the community.
• Collection and receipt of student payments in person and by mail
• Maintain correspondence files, route correspondence, and telephone calls to appropriate individuals for further handling, and responds to SFS email and voicemail messages.
• Assists with the distribution and mailing of SFS materials (including monthly billing statements for past due accounts, past due letters, and new student billing packets).
• Enter and/or update critical data into PowerCAMPUS such as FERPA information, payment plan coding, updated addresses, etc.
• Assist students with account/payment plan information by accessing PowerCAMPUS and Meadow portal
• Assists with outreach to students with past due balances to encourage payment plans/payments
• Research returned mail for updated addresses and update student system
• Prepare estimates for students based on expected aid and billing.
• Assist office team members with routine and advanced clerical duties, including, but not limited to the processing of daily deposits, the review and follow up of outstanding balances, and the review and update of Holds placed by Student Financial Services.
• Assists other Student Financial Services team members with tasks as needed.
• Other duties as assigned.

COMPETENCIES

• Strong positive customer service skills along with the ability to gain customer confidence and trust by ensuring that long-term needs are met.
• Effective and efficient use of Microsoft Office (Word, Excel, PowerPoint, Access) and other relevant computer based programs.
• Ability to work independently with minimal direct supervision.
• Ability to learn, understand, and interpret state and federal financial aid policies and procedures as well as federal privacy laws.
• Effective oral and written communication skills.
• Experience with explaining customer billing information.
• Ability to communicate effectively with a diverse range of people in a variety of situations.
• Ability to work efficiently in an often stressful and fast-paced work environment.
• Ability to work effectively and collaboratively with co-workers and University community.
• Ability to maintain confidentiality.
• Demonstrate strong multicultural knowledge, awareness, and skills needed to perform the tasks of promoting diversity and social justice.
• Knowledge of best practices related to supporting diverse student population, including students of color, students of diverse socioeconomic backgrounds, first generation students, students with disabilities, and other historically marginalized identities.
• Is supportive of a Catholic, Benedictine philosophy of education and able to articulate and support the University’s mission statement.

REQUIREMENTS AND/OR CONDITIONS OF EMPLOYMENT

• Minimum of Associate’s degree or equivalent from an accredited college or university is required.
• Experience working in a college or university environment is preferred.
• Cash handling experience is preferred.
• Successfully pass a background check.

PHYSICAL DEMANDS AND WORKING ENVIRONMENT

Work is performed in a standard office environment. Physical demands include:

• Moves objects (less than 20 pounds) long distances (more than 20 feet).
• Ability to be mobile campus wide for appropriate business needs.
• Operates a variety of standard office equipment requiring continuous or repetitive arm-hand movements.
• Reading, writing, speaking, hearing, standing, bending, sitting.
• Learning and comprehending.
• Requires visual concentration on detail.
• Manual dexterity and precision required for keyboarding
• Must be able to sit for long periods at a time at a computer
• May occasionally be required to deal with distraught people.
• Must be able to concentrate on details and process complex information while experiencing frequent interruptions.
• Must be able to communicate effectively with people at all levels under stressful conditions.