Administrative Assistant

Summary:

The Department Administrative Assistant provides comprehensive administrative support to the Accounting and Financial Aid departments within the University. This position serves as a key point of contact for students, faculty, staff, vendors, and external partners, ensuring efficient office operations, accurate record management, and exceptional customer service. The ideal candidate is highly organized, detail-oriented, self-motivated, and capable of managing multiple priorities while maintaining confidentiality and professionalism.

Essential Duties:

Administrative Support

• Provide administrative support to Accounting and Financial Aid leadership and staff.
• Manage department correspondence, phone calls, emails, and general inquiries.
• Schedule meetings, appointments, and departmental events as needed.
• Prepare, proofread, and distribute reports, letters, forms, and other departmental documents.
• Assist with special projects and departmental initiatives.

Records Management & Document Processing

• Scan, upload, file, and organize physical and electronic records in accordance with university policies.
• Maintain accurate and confidential student, financial, and departmental records.
• Ensure documents are properly filed, archived, and readily accessible.
• Monitor record retention requirements and assist with audits and compliance reviews.
• Verify the accuracy and completeness of documents before processing.

Communication & Customer Service

• Serve as a professional and courteous point of contact for students, faculty, staff, vendors, and external agencies.
• Respond to inquiries in person, by phone, and through email in a timely and professional manner.
• Provide information regarding departmental processes, procedures, and deadlines.
• Escalate complex issues to appropriate personnel when necessary.
• Maintain positive working relationships with internal and external stakeholders.

Accounting Support

• Assist with invoice processing, vendor communications, and purchasing documentation.
• Review invoices and
• Coordinate with vendors regarding payments, account information, and required documentation.
• Assist with maintaining accurate accounting files and reports.

Financial Aid Support

• Assist with processing and tracking student financial aid documentation.
• Monitor student files for completeness and communicate missing requirements.
• Maintain confidentiality of sensitive student financial information.
• Support Financial Aid staff during peak processing periods and student outreach efforts.
• Assist with document collection, verification, and workflow tracking.
• Assist with Default Management and Prevention Activities

Office Operations

• Ensure office equipment and systems are functioning properly and report issues as needed.
• Support departmental workflow improvements and process efficiencies.

Perform other administrative duties as assigned

Qualifications/Education:

Education:

• Associate degree or equivalent combination of education and experience

Skills & Experience:

Required:

• Minimum of 3 years of progressively responsible administrative support experience.
• Demonstrated proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and Teams.
• Experience managing confidential records and sensitive information.
• Strong organizational, filing, and document management skills.

Preferred

• Experience working in higher education.
• Experience supporting accounting, finance, student services, or financial aid operations.
• Familiarity with student information systems, document imaging systems, and enterprise software platforms.

Knowledge, Skills, and Abilities

• Exceptional attention to detail and accuracy.
• Excellent verbal and written communication skills.
• Strong customer service and interpersonal skills.
• Ability to work independently with minimal supervision.
• Ability to prioritize tasks and manage multiple deadlines simultaneously.
• Strong problem-solving and critical-thinking abilities.
• Demonstrated discretion when handling confidential information.
• Ability to collaborate effectively with diverse groups of students, faculty, staff, and vendors.
• Strong data entry and recordkeeping skills.
• Ability to adapt to changing priorities and departmental needs.

Commitment to professionalism, integrity, and service excellence

Pay: $19.00 - $24.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Professional development assistance
• Retirement plan
• Tuition reimbursement
• Vision insurance

Work Location: In person