Administrative Assistant II

Position Summary

The Administrative Assistant II reports to the Director of Financial Assistance and is responsible for providing key administrative support for the Director and the Senior Associate Director of Financial Assistance. Other responsibilities include: monitoring vacation and sick records for Financial Assistance staff within the Banner system, assist in the management of the office operating budget, including preparation and submission of payment requests and monthly reconciliation of accounts, running and reviewing weekly reports to be distributed to counselors. This position maintains inventory and orders office supplies, equipment and forms for the office; serves as the primary contact to the Facilities Office for matters of repair or maintenance and performs all clerical duties for the Director (this includes the management of correspondence to and from the office). Responsible for scheduling and managing arrangements for financial aid related meetings with national, regional and state associations or organizations.

Duties and Responsibilities

• Maintain calendar, schedule appointments, and perform clerical duties for Director and counselors including student appointments and scheduling of all on and off campus presentations, running and reviewing weekly reports for counselors. Maintain the Office Policy and Procedure Manual in paper and electronic format.
• Respond to the needs of students, parents and others through in-person, telephone and e-mail contact. Complete Sibling Enrollment Verification forms, scholarship forms and other documents requested by students for verification of their University aid. Manage Dropbox incoming documents.
• Manage & monitor department operating budget including the preparation of payment requests. Maintain inventory of office supplies, equipment & forms. Primary contact for all copy machine matters. Serve as primary contact with Facilities Management & Housekeeping.
• Prepare monthly reports on overtime hours of staff and the College Board Net Price Calculator Reports. Prepare the bi-weekly Enrollment Management update. Responsible for the preparation and circulation of the meeting minutes. Assist the Director and Counselors on other reports as needed.
• Maintain and monitor vacation and sick records, along with office calendar.
• Oversee the Office of Financial Assistance telephone/email script and serve as primary contact with University IT regarding all matters related to telephone/email.
• Participate in on-going training that will result in a mastery of information pertaining to all Federal, State and Institutionally funded programs of aid as well as training necessary to keep up to date on the changes to software necessary to perform all duties.
• Manage scheduling for financial-aid related meetings hosted by the University.
• Provide assistance to the Dean of Enrollment Management as needed
• Perform other duties and assist with projects as assigned.