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Finance Office Assistant

Hartwick College
Oneonta, NY

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Job Details

Date: April 28, 2022
Title: Finance Office Assistant

Description:  Under the supervision of the Director of Student Accounts, the Finance Office Assistant provides the first point of interaction with families and students.  This person is responsible for answering the main telephone line for Student Accounts; greeting visitors and students and providing backup support to cashier functions.  Further responsibilities include managing the daily mail delivery to the office.  The Assistant provides knowledge of accounts to students and families; completes printing and distribution of monthly statements; oversees various student mailings throughout the year, mainly the large June packet to all students; tracking and notification of Title IV funds received.   This position requires a strong working knowledge of all aspects of student accounts and billing.


  • Provide excellent service to students, parents, and the Hartwick community and others with regard to a wide range of student financial matters.
  • Provide students, families and Hartwick departments with timely and accurate information regarding student tuition, room, board, fees, and payments including financial aid and from third party sponsors.
  • Demonstrate a strong working knowledge of applicable college policy related to all financial aid programs, including Title IV, NYS TAP, State VR programs, college funded financial aid, alternative loan programs, college savings plans other available financing options.
  • Maintain a through working knowledge of all functionality of the Datatel/Colleague campus system and ability to work in Black Board, and several ECSI sites.
  • Answer incoming calls, process transactions and counsel walk in customers. 
  • Oversees and manage large mailings, including summer welcome packets for new families.  Provide support for the assembly and mailing of 1st year checklists and statements to new students.   Provide support for e, monthly paper billing, correspondence, refund and student payroll checks.
  • Tracking and Data entry for forms required by office and contacting families for incomplete or missing data. Provide batch posting of transactions to accounts.
  • Tracking and distribution of Title IV loans notifications, for compliance.
  • Assist with loan LVC and other institute and Perkins loan documentation as needed.
  • Counsel families on account balances, assist with Financial Aid requirements,
  • Set up and maintain internal payment plans for families including tracking and outreach of plans on a monthly basis.
  • Track and maintain office mail including returned mail.
  • Run reports and track payments for summer online including monitoring and outreach for unpaid balances and recommending drops for non-payment during the summer sessions.
  • Review and update daily holds in system to maintain updated account status within student tracking system.
  • Provide back up and support for Cashier functions of office, including assisting with daily mail log and assume the responsibilities of the cashier during lunches, vacations, for time off.
  • Ordering of office supplies for all in department.
  • This person is expected to comply with all applicable College, Federal, State, local and associational regulations.
  • As a representative of the College, comport oneself in a professional manner at all times, both on and off campus.
  • Participate in significant campus activities, including Welcome Weekend, True Blue Weekend, and Commencement Weekend.
  • Additional job-related duties as assigned.
  • All employees are required to be fully vaccinated for COVID-19 prior to the start of their employment.

Qualifications: Minimum requirements for this position are an Associate’s degree and at least six-months of experience in a similar position or field.  Position requires a high level of organizational skills and experience in the area of customer service, including phone etiquette.  Requires computer skills and literacy, and experience merging with Microsoft Excel and Word.  Must be bondable.

An independent, residential liberal arts college enrolling approximately 1,200 full-time undergraduates, Hartwick embraces the teacher-scholar model, with teaching excellence as the first priority, and seeks to recruit, retain and promote a diverse workforce. The College features a Liberal Arts in Practice general education curriculum and aspires to “be the best at melding liberal arts education with experiential learning.” 

Hartwick operates as a community of learners where there is a very real sense of belonging and connection. By joining Hartwick, you become part of a group of people who work together, share in our successes, and a celebrate our accomplishments. All positions at Hartwick contribute to the education and development of students with the opportunity to see the impact on future leaders—what you do at Hartwick really matters.

Our beautiful 425-acre campus is located in the scenic Susquehanna River valley in Oneonta, New York—a charming town near the northern foothills of the Catskill Mountains. Hartwick offers health benefits to domestic partners of employees, flexible scheduling, opportunities to engage in athletic and cultural events (concerts, exhibits, and lectures) and tuition benefits for eligible employees and their dependents.

Hartwick College prohibits discrimination on the basis of sexual orientation/preference and gender identity/expression and is an Equal Opportunity Employer, committed to broadening “the understanding, awareness, and appreciation of diversity among all members of the Hartwick community.” Women, minorities, and other underrepresented groups are especially encouraged to apply. 

Hartwick College is committed to providing a safe and secure educational and employment environment. Employment at Hartwick College is therefore contingent upon a successful background check on every new employee. Candidates to whom an offer of employment is made will be required to sign a Release of Information Form authorizing the College to conduct a thorough background check.

Hartwick College is committed to a diverse candidate pool, values an inclusive workforce and workplace environment, and wishes to minimize or eliminate the impact of implicit bias during the search and hiring process. 

All applicants are asked to submit the following materials with their online applications:

  • A cover letter;
  • A resume; 
  • A Diversity Statement that addresses how your past and/or potential contributions to diversity will support Hartwick College’s Diversity Statement (; and
  • The names and contact information for three references, with annotation regarding how the reference is related to you and your work (at least one of your references must be from a current and/or previous supervisor).

Review of applications will continue until the position is filled.



Working at Hartwick College 

An independent, residential liberal arts college enrolling approximately 1500 full-time undergraduates, Hartwick embraces the teacher-scholar model, with teaching excellence as the first priority.  Located in the scenic Susquehanna River valley in Oneonta, NY, near the northern foothills of the Catskill Mountains, the College has adopted a Liberal Arts in Practice curriculum and aspires to “be the best at melding liberal arts education with experiential learning.” 

Our Mission
Hartwick College, an engaged community, integrates a liberal arts education with experiential learning to inspire curiosity, critical thinking, creativity, personal courage and an enduring passion for learning.

Our Purpose
Our purpose as a college of the liberal arts and sciences is to educate people who will thrive in and contribute to the world of the future; people who are prepared to meet the personal, intellectual, and social challenges of a rapidly changing and increasingly interdependent world.

Hartwick graduates will be noted as being able to thrive in a world of global interdependence in which people of the broadest range of national, ethnic, social, and personal backgrounds will interact personally and technologically.

To thrive in this context will require that Hartwick students learn to: understand the world from a variety of perspectives; work constructively with people from a variety of backgrounds and life experiences; be avid learners and critical thinkers; communicate effectively and have a well-developed personal presence; be purposeful in their actions and value-based in their decisions; and know how to use information technology resources as a routine tool to enhance effectiveness.

Our Values
We are:

  • a college of the liberal arts and sciences, focusing on the development of the disciplines of thinking, learning, analyzing, communicating, and values-based judgment;
  • a relationship college, focusing on the development of a 24 hour per day, seven day per week, residential educational experience characterized by personal responsibility and collaborative relationships among faculty, students, and staff; and
  • a future-directed college, focusing on educating people in ways that will make them effective and contributing citizens to the world of their future.

Our Character:
By being intentional in fulfilling our values—taking those actions that help us better be what we believe we should be—we are a college of both quality and distinctiveness. We are a future-directed community of learners where students, faculty, and staff are mutually engaged in intellectual, social, and personal learning inside and outside of the classroom. Our curricular and co-curricular educational experience emphasizes: shared and interdependent learning; a balance of challenge and support; a caring commitment to the individual; intellectual, social, and individual rigor; the development of personal responsibility; and approaches that link theory and practice, what we term "The Liberal Arts in Practice." 

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