Financial Aid Administrative Associate

Odessa College; Odessa (TX); On-site; USD 35,000 - 52,000; Full time

Job summary

Odessa College seeks a Financial Aid Administrative Associate to provide front-office leadership and specialized support for the Office of Financial Aid. You will be the first point of contact for students, handling in-person, phone, and email inquiries with professionalism and accuracy.

Responsibilities include data entry, document review, imaging, and coordinating with Financial Aid Specialists to keep files organized and ready for review.

Qualifications

• Associate’s degree required and experience in fast-paced environments preferred.
• Strong written and verbal communication skills and a commitment to professional, student-centered service.
• Excellent attention to detail and the ability to review, organize, and process sensitive documentation accurately.
• Proficiency with Microsoft Office applications, particularly Excel, Word, and email.
• Proficient typing skills with high accuracy.
• Ability to learn and effectively use student information systems and document imaging software.

Responsibilities

• Serve as the primary point of contact for the Office of Financial Aid, welcoming students and directing inquiries to the appropriate staff member.
• Provide general information regarding financial aid programs, requirements, deadlines, and documentation.
• Enter and maintain student application information in the college’s student information system and document forms.
• Perform preliminary reviews of financial aid documentation for completeness and accuracy.
• Identify missing documentation and communicate corrections to students and staff.
• Compile and image documentation to prepare files for review and processing by Financial Aid Specialists.

Skills

Communication skills

Microsoft Office

Typing accuracy

SIS/document imaging knowledge

Education

Associate’s Degree

Tools

Excel

Word

Email

Student Information System

Document imaging software

Job description

The Financial Aid Administrative Associate provides front-office leadership and specialized administrative support to the Office of Financial Aid. Serving as the primary point of contact for students, the position manages a high volume of in-person, phone, and email inquiries while ensuring students receive timely, professional, and accurate assistance.

In addition to front-office responsibilities, the Financial Aid Administrative Associate supports completion of financial aid applications and documentation. Responsibilities include data entry, preliminary document review, file preparation, document imaging, and student requests. The position works closely with Financial Aid Specialists to ensure student files are organized, documentation is complete, and records are prepared for review and processing.

The ideal candidate demonstrates strong organizational skills, attention to detail, sound judgment, technical proficiency, and the ability to manage competing priorities in a fast-paced, student-centered environment. The position requires the ability to handle confidential student information appropriately and to apply established procedures consistently.

Specific Position Duties

• Serve as the primary point of contact for the Office of Financial Aid, welcoming students, managing student check-in, answering telephone calls and emails, and directing inquiries to the appropriate staff member or resource.
• Provide general information regarding financial aid programs, application requirements, deadlines, documentation, and established office procedures.
• Monitor office supply inventory, prepare requisitions, and coordinate the purchase of approved supplies.
• Maintain a professional, organized, and welcoming front-office environment while managing competing priorities and a high volume of student interactions.
• Protect confidential student information and comply with applicable privacy requirements, including FERPA , and institutional policies.
• Enter and maintain student application information in the college’s student information system, including entering CRI codes when forms have been completed and submitted or are missing components.
• Perform preliminary reviews of financial aid documentation for completeness, accuracy, and consistency with established requirements; identify missing or incomplete information and initiate appropriate follow-up.
• Identify missing documentation, data discrepancies, and incomplete records; communicate needed corrections or additional requirements to students and appropriate staff.
• Compile, organize, index, and image documentation associated with financial aid verification, appeals, and other student requests to prepare files for review and processing by Financial Aid Specialists.
• Assist with the administrative processing and maintenance of Hazelwood tuition exemption records, including reviewing supporting documentation for completeness and maintaining accurate records.
• Maintain accurate student records, complete routine data entry, and assist with updating information in institutional systems in accordance with established procedures.
• Assist with preliminary verification of work-study eligibility by reviewing records and documentation against established criteria and referring files requiring further review to the appropriate Financial Aid Specialist.

Minimum Qualifications

• Associate’s Degree
• Experience working in fast-paced environments.
• Strong written and verbal communication skills and a commitment to professional, student-centered service.
• Excellent attention to detail and the ability to review, organize, and process sensitive documentation accurately.
• Proficiency with Microsoft Office applications, particularly Excel, Word, and email.
• Proficient typing skills with high accuracy.
• Ability to learn and effectively use student information systems, document imaging software, and other institutional technology.
• Strong organizational and time-management skills, including the ability to prioritize multiple tasks in a high-volume environment.
• Ability to handle confidential information with discretion and maintain accurate records.
• Ability to follow established procedures, recognize discrepancies, and appropriately escalation questions requiring specialized financial aid knowledge or decision-making.

Required fields are indicated with an asterisk (*).

Documents Needed to Apply

Required Documents

• Resume
• Cover Letter
• Transcripts

Optional Documents

Odessa College
201 W. University Blvd.
Odessa, Tx 79764