Job no: 515291
Work type: Staff Full Time
Categories: Administrative & Office Support

If you are looking for an exciting career and great benefits, look no further!

UMass Dartmouth is the place for you!

General Summary of Position: Provide administrative support and assistance to the Financial Aid Office. Provide customer service pertaining to financial aid including traditional and alternative financing. Acts as a liaison to outside state, federal and private agencies such as FAFSA, Outward Bound, the Federal Central Processing System (CPS), SallieMae, Wells Fargo, Citibank, etc. Deliver a high level of customer service support between Financial Aid and the Enrollment Management Division, which includes Admission's, Bursar, Registrar and the Student Service Center, as well as students, staff and faculty. Aid with processing functions for financial aid services and programs. Perform data entry work as required and assist with correspondence.

Follows the University’s best practices to build and/or support student academic success and retention, and assist in meeting strategic objectives for persistence and timely graduation of all the student population.

SUPERVISION RECEIVED (Name and title of person from whom incumbent receives direction):

Associate Director of Financial Aid

DIRECT REPORTING STAFF- Functional supervision of Peer Counselor and student employees.

THEIR STAFF- N/A

DETAILED STATEMENT OF DUTIES AND RESPONSIBILITIES:

• Serves as the first point of contact for the Financial Aid Office; receives and greets visitors; assists individuals seeking information in the Financial Aid office. Assist and direct students seeking information/advice. Responds to phone calls, email, tickets, and individuals requesting to see the Financial Aid staff, assist and/or direct as necessary to appropriate staff or department when necessary.
• Performs varied advanced secretarial and administrative support for the Director and the Office. Assist the Director in recordings and tracking budget expenditures. The incumbent is required to exercise the highest degree of professionalism and customer service and requires use of business vocabulary, tact, discretion and judgment.
• Instructs and assists customers about the federal verification process, online processes and forms including FAFSA, Master Promissory Notes, loan applications and entrance/exit counseling for Federal Direct Loan products, and FERPA.
• Review, resolve and/or refer specific financial aid problems.
• Direct customers to appropriate websites and explain financial aid information.
• Instruct customers about SAP forms, policies, procedures and effects on Financial Aid.
• Adhere to University and Federal FAFSA requirements, applications and website instructions.
• Assist students in navigating through to the completion and submission of their FAFSA.
• Train, lead, assign work, and provide functional supervision of Financial Aid student peer counselors.
• Aid in the design of forms and applications used as part of the financial aid application process, scholarship applications and office announcements regarding Financial Aid information.
• Assist with Document Imaging scanning and processing of forms into electronic format.
• Assist and participate in Open House activities.
• Coordinate and process scholarship applications and donor scholarship communications.
• Provide functional support to the Scholarship Coordinator and verify eligibility for John and Abigail Adams scholarship recipients.
• Provide administrative functional support to the Financial Aid Counselors.
• Proficient use of office systems, including but not limited to PeopleSoft, Campus Logic, Document Imaging and SalesForce
• Per guidelines, verify eligibility, approve and distribute Housing/Admissions/Connect waivers.
• Prepare, compose and proofread letters, memos, correspondence, reports, records, mass-mailings and other related material from rough draft and corrected copy using office software, and electronic mail, which may contain confidential information.
• Enter and/or edit information in various University, State and Federal databases and/or systems and run reports, including completion of Skip/Trace reports and reports from various federal and private lenders (ie Sallie Mae, Wells Fargo, Citibank, etc.); maintain regular contact with such agencies.
• Maintain daily log/tally of all visitors and voice mail to Financial Aid.
• Disseminate, collect and perform initial review of Customer Service Comment cards.
• Ensure accurate and complete data entry to avoid financial liabilities to the University while maintaining a high level of customer service.
• Work directly with various on- and off-campus offices and staff to resolve any issues and provide answers to customers.
• Assist as needed with filing, retrieving, and maintaining student folders and contents.
• Stock front desk area with forms, pamphlets, applications etc. Maintain inventory in an organized manner so that it is easily accessible to all staff and students.
• Create, reconcile and allocate requisitions, purchase orders and ProCard transactions through the University system. Maintain appropriate records and receipts associated with all transactions and payments.
• Maintain, track and order office supplies and equipment, and ensure all office equipment is in working order. Schedule repairs and maintenance as needed, and log the amount of money spent in budget spreadsheets.
• Provide support for timekeeper processing.
• Perform other duties as assigned.

Minimum Qualifications (Required):

Applicants must have at least (A) two years of full-time, or equivalent part-time experience in office management, office administration, business administration or business management, the major duties of which included one or more of the following functions: purchasing, personnel management, budgeting, accounting, records management, work simplification, grants management, contract administration or program management, or (B) any equivalent combination the required experience and the substitutions from the Massachusetts State Classification Specifications. http://www.mass.edu/foremployees/classificationspecs/classspecs-pers.asp#C

LICENSE AND/OR CERTIFICATION REQUIREMENTS:

N/A

QUALIFICATIONS REQUIRED AT HIRE (List knowledge, skills, abilities):

• Knowledge of the principles and practices of office management.
• Knowledge of the methods of general report writing.
• Knowledge of the methods used in the preparation of charts, graphs and tables.
• Knowledge of the types and uses of general office equipment.
• Ability to understand, explain and apply the laws, rules, regulations, policies, procedures, specifications, standards and guidelines governing assigned unit activities.
• Ability to analyze and determine the applicability of data, to draw conclusions and to make appropriate recommendations.
• Ability to follow written and oral instructions.
• Ability to gather information through questioning individuals and by examining records and documents.
• Ability to write concisely, to express thoughts clearly and to develop ideas in logical sequence.
• Ability to assemble items of information in accordance with established procedures.
• Ability to determine proper format and procedure for assembling items of information.
• Ability to prepare general reports.
• Ability to maintain accurate records.
• Ability to prepare and use charts, graphs and tables.
• Ability to communicate effectively in oral expression.
• Ability to give written and oral instructions in a precise, understandable manner.
• Ability to deal tactfully with others.
• Ability to establish rapport and maintain harmonious working relationships with persons from varied ethnic, cultural and/or economic backgrounds.
• Ability to supervise, including planning and assigning work according to the nature of the job to be accomplished, the capabilities of subordinates and available resources; controlling work through periodic reviews and/or evaluations; determining subordinates’ training needs and providing or arranging for such training; motivating subordinates to work effectively; determining the need for disciplinary action and either recommending or initiating disciplinary action.
• Ability to exercise sound judgment.
• Ability to exercise discretion in handling confidential information.

Additional Information:

Department: Financial Aid

No. of Positions-1

Internal/External-X

Trust-Funded-X

Salary: $ 48,250.80

Hours: Monday – Friday; 9:00am – 5:00pm

Grade: -15

Union: AFSCME

UMass Dartmouth offers exciting benefits* such as:

Benefits: Benefits at UMass Dartmouth

QUALIFICATIONS ACQUIRED ON JOB (List knowledge, skills, abilities):

• Knowledge of the laws, rules, regulations, policies, procedures, specifications, standards and guidelines governing assigned unit activities.
• Knowledge of the proper telephone procedures for making and receiving agency calls.
• Knowledge of the types and uses of agency forms.
• Knowledge of the laws, rules and regulations governing the state personnel system.
• Knowledge of state budgetary procedures relating to positions, salaries and personnel services.
• Knowledge of the laws, rules, policies and procedures governing Federal Grant Administration.
• Knowledge of state procedures governing the purchasing and requisitioning of supplies and equipment.
• Knowledge of state accounting and budgetary procedures including terminology.
• Knowledge of the principles, practices and techniques of supervision.
• Ability to analyze and determine the applicability of data to draw conclusions and to make appropriate recommendations.
• Ability to write concisely, to express thoughts clearly and to develop ideas.
• Ability to exercise sound judgement.
• Knowledge of; and the ability to use University specific systems including but not limited to: Coin, ReservIt, Document Imaging, Peoplesoft, and/or other similar student and higher education tools and systems.
• Knowledge of University systems, policy and procedures.

Applicants must be authorized for employment in the U.S. on a full-time basis. Employment-based visa sponsorship not available.

Effective September 27, 2021, UMass Dartmouth requires that all members of the campus community are fully vaccinated against Covid-19 and provide proof of vaccination. Additionally, all members of the campus community must obtain a Covid-19 booster shot and provide proof when requested. Individuals who are not yet eligible to receive a booster shot must obtain one within 30 days from the date they become eligible.

Special Instructions to Applicants:

To apply please submit a letter of interest, current resume and the contact information for three professional references.

The deadline for INTERNAL applicants is August 18, 2022.

The deadline for EXTERNAL applicants is August 22, 2022.

Advertised: 08 Aug 2022 Eastern Daylight Time
Applications close: 22 Aug 2022 Eastern Daylight Time