"Financial Aid Associate"

Job Details

Position Title: Financial Aid Associate

Job Category: University Staff

Employment Type: Regular

Job Profile: Administrative Assistant III

Department: Financial Aid

Compensation: $17.67/hour ($18.00/hour effective 12/28/25)

Job Duties

Under general supervision, this position advises students and parents in completing financial aid forms, in explaining the various student loan types, and in filing appeals. Serves in a triage role in determining if a student needs to speak with a counselor and, if so, which counselor can best meet their needs or if another office could serve them better. Explains complex financial aid procedures and regulations to both students and their parents.

Has primary responsibility for the coordination of administrative functions related to the Job Location Development program (a program linking external employers and students seeking employment).

Assists with training and supervision all student employees who work at the front desk/reception area.

The position has responsibility for outreach efforts to current and former students.

They also may assist with management of our outside scholarship database.

General working hours are Monday thru Friday 7:45am to 4:30pm.

Key Job Responsibilities

Manage Financial Aid Office Student Employees

• Maintain Financial Aid Office TV, brochure racks, front desk area.
• Assist other Financial Aid Office staff members with projects and work assignments as necessary for effective overall financial aid program efficiency and office operations.
• Other duties as assigned.

Coordinate administrative functions related to the Off Campus Part Time Job Board

• Assist with all administrative functions related to the (electronic) campus part time job board Handshake.
• Respond to telephone calls and emails from student, off campus employers, and on campus departments requesting information about or assistance with the part time job board.
• Place follow up calls or send emails to employers, both on and off campus, to gather information needed to closeout jobs, repost, or post new opportunities via the website.
• Maintain records on a monthly and yearly basis by completing necessary forms and end of year report.
• Maintain lists of students interested in temporary work (child care, lawn care, snow shoveling, odd jobs). Verify enrollment status and send out listings, as requested, to potential employers.
• Coordinate promotional activities related to the online part time job board as it relates to the development of additional part time job opportunities for UWL students.

Function as paraprofessional advisor for telephone, e-mail, and walk-in tasks in the Financial Aid Office

• Serve in a ‘triage’ role, by independently advising students, parents, campus departments and the general public concerning financial aid procedures, providing technical explanations, or referring constituents to the appropriate financial aid counselor.
• Explain options and alternatives and answer both general and detailed questions.
• Interpret and relay information from a variety of platforms, including Peoplesoft Student Information System, Image Now electronic document system and various US Dept of Education databases.
• Review information in the student information system to respond to general and detailed questions such as, determining current application status, supporting documentation requirements, and communicate that information to the applicant.
• Advise students when prerequisites must be resolved through other campus departments such as Records and Registration, Cashier’s, Admissions, etc. Refer students to outside agencies, such as loan servicers, US Dept of Education, etc. when appropriate.
• Provide information on how to apply for financial aid, indicating requirements for undergraduate and graduate students (new freshmen, transfers, and re-entrants). Assist students and parents in completing financial aid forms (including Federal verification forms, institutional application, etc.)
• Coordinate the processing of incoming mail including email and mail correspondence -date stamp, check student application status, for appropriate processing and prepare documents for student imaging staff.
• Verify all financial aid checklist items; compare items requested to imaged documents checking for accuracy.

Perform student outreach

• Reach out to students who have outstanding checklist items, unaccepted aid, and outstanding balances.
• Provide other outreach using the office outreach calendar.
• Assist with loan default prevention efforts for former students.
• Assist with management and updating of office website.

Required Qualifications

• High school diploma or equivalent.
• Knowledge and experience in the use of e-mail (i.e. Outlook, Office 365, etc.) functions including electronic calendaring.
• Effective oral and written communication skills.
• Excellent organizational and time management skills.
• Ability to coordinate projects, multitask, and work independently, as well as independently set priorities to meet the demands of the position.
• Possess an attention to details and timelines/due dates despite frequent interruptions.
• Ability to meet and work effectively with students, parents, and people across multiple levels of the organization.
• Ability to use discretion and good judgment regarding confidential information.

Preferred Qualifications

• Ability and willingness to maintain and enhance professional competencies by participating in professional development workshops, seminars, and training sessions.
• Ability to plan, assign, and supervise the work of others (student supervision).
• Functional expertise with PeopleSoft Student Information.
• Knowledge of the Financial Aid programs, processes, regulations, etc.
• Experience working in a highly regulated environment.

How to Apply

Required application documents:

• Cover letter (that addresses the required and preferred qualifications)
• CV / Resume

Contact Information: Christina Hayes chayes@uwlax.edu

The review of applications starts on January 20, 2026. Applications received on or before January 20th are prioritized and review will continue until the position(s) is/are filled.