"Communication Coordinator"

Cairn University’s Student Financial Services department is seeking qualified applicants for the part-time (10 hours per week) position of Communication Coordinator.  

Department Purpose

The Student Financial Services department helps to fulfill the University’s mission by providing service and care to current and prospective University students regarding the financial aspects of their responsibilities.

Student Financial Services has two units - a Financial Aid unit and a Student Accounts unit. 

• The Financial Aid unit consists of the Financial Aid Manager and Financial Aid Counselor, who collectively are responsible for creating students’ financial aid packages and counseling students on how to navigate the financial aid process.
• The Student Accounts unit consists of the Student Accounts Manager and Student Accounts Representative, who collectively pursue collecting tuition payments, making sure students’ account requirements are met, and counseling/communicating to students about how to navigate the payment process throughout their time as a student. 

Position Summary

The Communication Coordinator will support the Student Financial Services team by managing the central email inbox, ensuring timely and accurate responses to student and family inquiries. This role includes forwarding messages to the appropriate team member and occasionally crafting responses directly. Additionally, when the Coordinator is working on campus, They will assist with front desk operations, serving as the first point of contact for visitors and callers. The ideal candidate will be organized, proactive, and committed to providing exceptional service to students and families. 

Key Responsibilities:

• Efficiently manage and organize the central email inbox, ensuring all inquiries are responded to or forwarded to the appropriate team member promptly and accurately.
• Provide clear, professional, and courteous communication to students and families, maintaining a high standard of customer service in all interactions.
• Collaborate with the Student Financial Services team to ensure consistent and accurate information is conveyed in responses, maintaining alignment with departmental policies.
• Monitor and prioritize incoming emails based on urgency and importance, responding quickly to time-sensitive matters.
• Assist with front desk duties, including greeting visitors, answering phone calls, and providing general information with professionalism and warmth. 

Essential Duties and Responsibilities

• Monitor the central Student Financial Services email inbox throughout the day, ensuring all messages are reviewed and processed in a timely manner.
• Organize and categorize incoming emails based on topic, urgency, and required action, using established procedures to prioritize responses.
• Draft and send email responses to routine inquiries, using pre-approved templates or personalized messaging as appropriate.
• Forward complex or specialized inquiries to the appropriate team member, ensuring all relevant details are included for a smooth handoff
• Track and follow up on forwarded emails to ensure that all inquiries are addressed within the designated response timeframe.
• Maintain a log of common questions and concerns received via email, providing insights and feedback to the team for potential improvements to communication materials.
• Regularly review and update email templates to reflect current policies, procedures, and information.
• Collaborate with the Student Financial Services team to resolve escalated issues that require input from multiple team members.
• Ensure all email communications adhere to the department's tone, style, and professional standards, reflecting a positive and supportive image.
• Identify trends in email inquiries and suggest proactive communication strategies, such as FAQ updates or mass email campaigns, to reduce repetitive questions.
• Provide backup support for phone inquiries, ensuring that all callers receive prompt and accurate information when needed.
• Greet and assist visitors at the front desk, directing them to the appropriate resources or personnel within the department.
• Maintain an organized and welcoming front desk area, ensuring that all materials and resources are readily available to visitors.
• Assist with scheduling appointments for students and families, coordinating with the Student Financial Services team as necessary.
• Manage and update contact lists for students, families, and key stakeholders to ensure that communications reach the correct recipients.
• Prepare and distribute informational materials, both electronically and in print, as requested by the team or department head.
• Support team members during peak periods by taking on additional administrative tasks, such as filing, data entry, or processing forms.
• Participate in regular team meetings to stay informed about department updates and to provide feedback on communication processes.
• Assist in the development and implementation of communication policies and procedures to enhance the efficiency and effectiveness of the email response process.
• Continuously seek to improve the email management process by identifying bottlenecks, suggesting automation tools, or recommending best practices.

Skills and Abilities

• Demonstrate courtesy and professionalism with internal and external customers, both in person, in written correspondence, and on the telephone
• Ability to effectively read, write, and speak the English language
• Ability to accurately and efficiently perform mathematical computations involving account balances, interest payments, debt service, etc.
• Ability to work well both independently and as part of a team. 

Required Education and Experience

• Bachelor’s Degree
• Experience with student, financial, and/or sensitive information preferred. 

Serving at Cairn University

Located in Langhorne, Bucks County, Pennsylvania, Cairn University exists to educate students to serve Christ in the church, society, and the world as biblically minded, well-educated and professionally competent men and women of character. Students earn bachelor’s degrees in various areas including Bible, Education, Music, and Business Administration; and graduate degrees in Business, Divinity, Education, Organizational Leadership, Worship and Music, and Counseling.  

Cairn is a conservative evangelical institution within the protestant tradition that employs faculty and staff who profess Jesus Christ as personal Savior; agree to Cairn’s Statement of Faith and Community Life Covenant; and serve students in a ministerial capacity through imparting and upholding biblical instruction, prayer, and mentoring. Members of the faculty are required to integrate biblical instruction in their respective professional subject areas.  Applicants must provide a Personal Testimony of salvation as part of the application process.   

To apply, please complete the online application. You may upload and submit your resume/CV and cover letter and unofficial transcripts with the application. 

Cairn University does not discriminate on the basis of race, gender, color, national or ethnic origin, age, disability

or other protected characteristics, in administration of its educational, employment and admissions policies.