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Student Financial Services Assistant

Job Details

Student Financial Services Assistant Department: Student Financial Services Date: 10/04/2018 POSITION VACANCY

Founded in 1813, Colby is one of America’s most selective colleges. Serving only undergraduates, Colby’s rigorous academic program is rooted in deep exploration of ideas and close interaction with world-class faculty scholars. Students pursue intellectual passions, choosing among 58 majors or developing their own. Independent and collaborative research, study abroad, and internships offer robust opportunities to prepare students for postgraduate success. Colby is home to a community of 2,000 dedicated and diverse students from around the globe. Its Maine location provides easy access to world-class research institutions and civic engagement experiences.

In a period of fast-paced progress, Colby is building on its strong foundation while remaining committed to excellence, to supporting students and faculty at the highest levels, and to the College's deep liberal arts traditions. This new chapter includes the creation of innovative academic initiatives and partnerships, strengthening the connections between the liberal arts and the professional world, revitalizing downtown Waterville, and pursuing significant capital projects for performing arts and athletics. Colby invites applicants to apply for the position of:


STUDENT FINANCIAL SERVICES ASSISTANT
Office of Student Financial Services

Full-Time, Exempt, Salaried, Administrative Staff Appointment

Reporting to the director of student financial services, the student financial services assistant will focus on the matriculation of international students by coordinating financial services pertinent to the arrival and continuing enrollment of all non-resident (NR) students. Communication with the Office of Admissions and Financial Aid and the Office of the Dean of Students will be critical to provide accurate and timely information to NR students. Internal and external record maintenance is a key responsibility of the position as is direct communication with NR students about a wide array of financial matters. We encourage inquiries from candidates who will contribute to the cultural and ethnic diversity of our college.


ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:
  • Coordinate the processing of airfare reimbursements for newly accepted NR students and modify financial aid awards as necessary
  • Calculate financial aid awards and package aid for returning NR students using institutional methodology
  • Process the immigration documents for new and returning students monitoring substantial presence and results and treaty eligibility
  • Compute federal and state withholding taxes for each NR student and post the results in a timely fashion to the students’ accounts
  • Determine tax payments to both the IRS and the State of Maine in preparation for the College’s quarterly reporting and communicate with the payroll supervisor to be sure Colby’s payments are timely and accurate
  • Utilize Windstar software (Tax Navigator and FNIS) to monitor each NR student’s tax status
  • Learn Jenzabar software to query needed information about both balances and financial aid
  • Monitor NR students’ account balances and communicate regularly with those with outstanding financial obligations including missing immigration documents
  • Communicate with class deans as needed and more regularly with the director of international student programs to keep abreast of events affecting enrollment
  • Coordinate with the Office of Off-Campus Study and participate in workshops informing NR students about studying away from campus and the financial implications
  • Assist with software upgrades needed to maintain current treaty
  • Evaluate NR student account balances to determine eligibility to participate in housing, course registration, and graduation
  • Administer hold records as needed to block appropriate services
  • Evaluate eligibility and communicate summer assistance policy to NR students each spring
  • Process summer assistance payments in conjunction with Accounts Payable (A/P) staff
  • Modify cost of attendance and aid award upon receipt of annual tax returns and receipt of tax refunds, if applicable
  • Counsel NR students about tax return preparation, payment plans, internships, study abroad and other billing, financial aid, and enrollment plans
  • Assist the payroll supervisor in the preparation of the quarterly 941 as it pertains to NR student tax withholdings (IRS and Maine Revenue Services)
  • Update Windstar database with NR students’ taxable grants, scholarships, and internships
  • Prepare annual 1042s
  • Learn federal methodology and the processing of U.S. student aid to assist if necessary
  • Perform additional duties as assigned; duties, responsibilities, and activities may change at any time with or without notice
QUALIFICATIONS:
  • Bachelor’s degree or the equivalent in education and experience
  • Minimum of 1-3 years working in a high intensity customer service environment preferred
  • Experience working with confidential information and the ability to maintain confidentiality is mandatory
  • Proven ability to work with customers from diverse backgrounds
  • Familiarity with foreign currency, foreign financial documents, and foreign student financial aid preferred
  • Ability to multitask assisting customers and colleagues as needed
  • Demonstrated talent to problem solve, especially IT related issues
  • Highly developed computer skills including extensive experience using Microsoft Office Suite especially Word and Excel, email and web applications, as well as an interest in and ability to learn new programs in a self-guided manner
  • Excellent oral, written, and interpersonal communication skills, including strong customer service and relationship skills
  • Exceptional attention to detail and accuracy in the completion of work
  • Self-motivated in a fast-paced environment and drive to resolve issues through initiative and ownership of results
  • Effective time management practices including establishing priorities, meeting aggressive deadlines and constant rush requests, and conducting multiple projects simultaneously while maintaining a positive attitude
  • Ability to make an impact through work as a member of a team and diverse community
  • KEY RELATIONSHIPS:

    This position has significant interactions with faculty, staff, students, parents, and other outside constituencies.

    WORKING CONDITIONS/PHYSICAL REQUIREMENTS:

    General open office and campus environment. Position involves sitting, although frequent movement is necessary. Computer usage involving repetitive hand/wrist motion is also necessary.
    TO APPLY:

    Interested candidates should apply electronically by clicking the "Apply Now" button on the Colby College website. Please submit a letter of interest including salary requirements, resume, and the contact information of three professional references. Materials should be addressed to:


    Student Financial Services Assistant - Search Committee
    Office of Human Resources
    Colby College
    5500 Mayflower Hill
    Waterville, ME 04901-8855

    If you experience difficulty uploading your documents, you may submit any .doc or .pdf materials to hr@colby.edu. Please do not submit duplicate materials.

    To apply electronically send to hr@colby.edu. If you choose to apply electronically you do not need to send duplicate copies by U.S. Mail. If your electronic materials are unreadable we will notify you promptly.

    A review of applications will begin immediately and will continue until the position is filled. Colby is a private, coeducational liberal arts college that admits students and makes employment decisions on the basis of the individual's qualifications to contribute to Colby's educational objectives and institutional needs. Colby College does not discriminate in its educational programs or employment on the basis of race, color, gender, sexual orientation, gender identity, disability, religion, national origin, age, marital status, genetic information, or military or veteran’s status. Colby is an equal opportunity employer and operates in accordance with federal and state laws regarding non-discrimination. Colby complies with Title IX, which prohibits discrimination on the basis of sex in an institution’s education programs and activities. Questions regarding Title IX may be referred to Colby’s Title IX coordinator or to the federal Office of Civil Rights. We encourage inquiries from candidates who will contribute to the cultural and ethnic diversity of our college.

    For more information about the College, please visit our web site: www.colby.edu.

    Organization

    Working at Colby College 

    Founded in 1813, Colby is one of America’s most selective colleges. Serving only undergraduates, Colby’s rigorous academic program is rooted in deep exploration of ideas and close interaction with world-class faculty scholars. Students pursue intellectual passions, choosing among 57 majors or developing their own. Independent and collaborative research, study abroad, and internships offer robust opportunities to prepare students for postgraduate success. Colby is home to a community of 1,850 dedicated and diverse students from around the globe. Its Maine location provides easy access to world-class research institutions and civic engagement experiences.


    Under the leadership of its new president, David A. Greene, Colby is building on this strong foundation while remaining committed to excellence, to supporting students and faculty at the highest levels, and to the College’s deep liberal arts traditions. This new chapter includes plans for creating innovative academic initiatives and partnerships, strengthening the connections between the liberal arts and the professional world, revitalizing downtown Waterville, and pursuing significant capital projects for performing arts and athletics.

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