Administrative Assistant to Financial Aid / Records

Application Instructions

Send a cover letter, resume and three (3) professional references from past supervisors, to resumes@racc.edu

Please indicate the job code FAS-AAFA in the subject line of your email.

After sending in your documents, please fill out the online Job Applicant Identifier form. RACC is an equal opportunity employer. In compliance with government regulations we are required to record numbers of job applicants by sex and ethnic category. We ask that you indicate your race or national origin and sex, but you are not required to provide this information. This information will not be kept with your application and will be used only in accordance with state and federal regulations.

Background Check

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Job Details Title:Administrative Assistant to Financial Aid / RecordsAnnounce date:05/15/2024Apply by date:05/30/2024Application status:Accepting ApplicationsPosition type: Full-time Salary:$31,900 per year Working Hours:

Working hours for this position normally consist of 7.5 hours per day (Monday through Friday) exclusive of a ½ hour or 1 hour lunch. These hours to be agreed upon between the supervisor and the employee at the onset of employment. Hours may be extended or adjusted based on departmental needs.

Note: This position requires evening or weekend work on occasion with the employee having substantial notice.

Summary:

Provide administrative support to the Director of Financial Aid/Registrar and the Assistant. Report to the Director of Financial Aid/Registrar on the day-to-day activities of the office using a considerable degree of independence and discretion, and exercising sound judgment in the performance of the assigned duties. Perform assigned responsibilities, duties, and tasks according to established practices, procedures, techniques, and standards in a safe and efficient manner and with minimal supervision. The ability to handle sensitive information and maintain confidentiality is essential. Moreover, stationed in the Financial Aid/IT lab, this position will coordinate assistance for Financial Aid applications and student technology referrals to IT on an as-needed basis. This includes managing the lab's flow and services to guarantee prompt and satisfactory resolutions, thereby enhancing the overall student experience and support at the institution.

Essential Duties and Responsibilities:

• Receive and assist visitors and telephone callers, referring them to the supervisor or others. Deal with challenging student interactions in a professional and diplomatic manner, and maintain a calm and courteous office environment at all times. Handle complaints and conflicts diplomatically to diffuse potentially volatile situations as required.
• Manage the day-to-day activities of the office; maintain files, telephone and mailing lists, payroll and necessary office supplies; monitor office expenditures to assure purchases are within budget.
• Answer and screen supervisor's telephone calls, arrange conference calls, prepare travel plans, reservations, schedules appointments and manage the Director of Financial Aid/Registrar’s calendar.
• Compile and type statistical reports. Prepare divisional reports, board reports and other reports as needed.
• Prepare and coordinate the correspondence from the unit including newsletters; mail merges, bulk mailings, mass email and text messages and communications distributed through the Student Information System (Colleague).
• Coordinate and arrange meetings, prepare agendas, reserve and prepare facilities, record and transcribe minutes.
• Make copies of correspondence or other printed materials. Prepare outgoing mail and correspondence, including e-mail and faxes. Order and maintain supplies, and arrange for equipment maintenance. Keeps inventory of necessary forms both paper and electronic.
• Assist in maintaining area budget, manage purchase order requests and cash reimbursements for the unit.
• Assist with various special events, activities, assignments and projects as assigned.
• Maintain confidentiality in all matters related to the Director of Financial Aid/Registrar including organizational plans, student conduct and related matters, salary and benefits, and personnel matters.
• Respond to a variety of inquiries, concerns, and requests as directed by management.
• Conduct research and compiles and creates statistical reports.
• Assist in coordinating the flow of Financial Aid application assistance and student technology referrals to IT as an on-demand service (stationed in the Financial Aid lab).
• Keep record of the services within the lab, ensuring efficient resolution and satisfactory outcomes.
• Perform other job-related duties as assigned.

Supervisory Responsibilities:

None

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience:

Required:

• Associate's degree (A. A.)
• Must complete the Don Raley Institute or equivalent training within 1 year of hire
• Proficiency in Microsoft Office Word, Excel, and Outlook software
• Experience working in a community college/educational setting or administrative experience for upper level management for the equivalent of two years in either or both fields

Preferred:

• Desktop publishing experience
• Bilingual English/Spanish

Computer Skills:

To perform this job successfully, an individual should have excellent skills in the use of word processing software, spreadsheet software, and be able to use Internet software. In addition, the individual must be able to learn to use database software and the College ERP system (Ellucian Colleague).

Other Skills and Abilities:

Must be capable of working with limited supervision, assuming responsibility and initiative in interpreting College policies, procedures and bargaining agreements. Must work well under pressure be able to meet established deadlines and possess outstanding organizational skills. Must be able to establish and maintain positive working relationships with individuals at all levels of the College and the general public.

Communication Skills:

Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports and routine correspondence. Ability to effectively present information and respond to questions from administrators, board of trustees members, employees and/or students and the general public.

Mathematical Skills:

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

Reasoning Ability:

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to stand, to sit and to reach with hands and arms. The employee is occasionally required to walk and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.