"Administrative Assistant Financial Aid"

Posted: 10-Oct-25

Location: Providence College

Categories: Staff/Administrative

Internal Number: 5106545

Provide organizational and clerical support to ensure efficient daily operations with the office.

1. Answer phones, greet and direct visitors to appropriate areas or people. Respond to the general office email account. Sort, open, distribute, and route individual or departmental incoming mail, and prepare outgoing mail. Complete sibling enrollment forms from other colleges. Complete Study Abroad deferral forms and letters to consulate. (35%)
2. Organize and maintain 3,300+ financial aid applicant files. Assist in the coordination of all applicant materials (including weekly pulls). "Prep" documents for the BDMS scanning equipment and "index" prepared documents, and monitor/review documents in Student Forms. (20%)
3. Load FAFSA and CSS Profile applications into Banner. Review records that don't match and match with the correct person. Review records to determine if they meet the federal and institutional application standards (i.e., unofficial, have C flag, or if the person is not a degree candidate). Batch post requirements in Banner and run grouping. Send email notifications about new financial aid awards, changes to awards, and missing letters. Update instructions based on system changes and office policy and brief counselors on those changes. (20%)
4. Send corrections regularly to the Department of Education on all numerical and text data changes made to active FAFSA files. Monitor/resolve any error files received and elicit counselor assistance if necessary for solution. Modify tracking requirements for students subsequently selected for verification and resolve any C-flags that were previously satisfied, waived, or cancelled. Complete SQL reports on a weekly basis and distribute those that need counselor attention to the assigned counselor. (15%)
5. Serve as a point of contact for all work/equipment orders, including care and maintenance of office equipment and internal office structures. Maintain a spreadsheet that tracks all standard office supplies and place orders as necessary. Responsible for processing all office-related invoices. Provide support to professional staff on an as needed basis. Serve as the point person for scanning equipment and all internal troubleshooting, correct errors, and ensure that issues do not repeat. Liaise with IT on equipment or software issues. (10%)

MARGINAL DUTIES:

1. Perform all other duties as may be required.

EDUCATION AND EXPERIENCE REQUIRED:

• High school diploma required.
• One to three years of office experience within a higher education environment or an equivalent combination of education and experience.
• Intermediate experience with Microsoft Office and Adobe.
• Basic to intermediate experience with Banner and SQL.
• Effective written and verbal communication skills
• Ability to multitask and prioritize.
• Good organizational and supervisory skills.