"Administrative Assistant Financial Aid"

Job Details

Founded in 1917, Providence College (PC) is a premier Catholic liberal arts institution steadfastly committed to academic excellence through a dynamic core curriculum, a distinctive Development of Western Civilization Program, and abundant experiential learning opportunities. The only U.S. higher education institution administered by the Dominican Friars, PC is committed to providing a variety of opportunities for intellectual, social, moral, and spiritual growth in a supportive environment. Providence College believes that cultural and intellectual pluralism is essential to the excellence of its academic programs, and strives to foster an academic culture and campus community reflecting the global environment in which we live and work.

The approximately 105-acre campus is situated in Rhode Island’s capital city and is close to the many cultural and educational offerings of Rhode Island’s “renaissance city.” Additionally, Providence is located an hour from Boston and just a few hours from New York City.

For years, Providence College has been recognized in the U.S. News & World Report “Regional Universities – North Category” and has been commended by several other ranking publications.

Conducted under the auspices of the Dominican Friars, Providence College is a Catholic, Dominican, liberal arts institution of higher education and a community committed to academic excellence in pursuit of the truth, growth in virtue, and service of God and neighbor. We seek candidates who can affirm and contribute to our mission.

Providence College is also an equal opportunity employer and is committed to fostering a Beloved Community — an environment that reflects the rich diversity of the human family and is marked by justice, charity and the promotion of the common good and flourishing of all. We invite applications from qualified individuals who possess the experience, knowledge and commitment to develop the diverse learning environment envisioned as part of the Beloved Community. Women and minority candidates are strongly encouraged to apply. The College’s Non-Discrimination policy can be found here [(Download PDF reader)](https://get.adobe.com/reader/).

Overview

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

Duties and Responsibilities

1. Answer phones, greet and director 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

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.

Supplemental Information

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Sitting in a normal seated position for extended periods of time
• Reaching by extending hand(s) or arm(s) in any direction
• Finger dexterity required to manipulate objects with fingers rather than with whole hand(s) or arm(s), for example, using a keyboard
• Communication skills using the spoken word
• Ability to see within normal parameters
• Ability to hear within normal range
• Ability to move about

DISCLAIMER:

This job description indicates the general nature and level of work expected of the incumbent. It is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities required of the incumbent. Incumbent may be asked to perform other duties as required.