Policies & Procedures Manual

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E.14 ADMINISTRATIVE ASSISTANT TO THE DIRECTOR OF FINANCIAL AID

General Statement of the Function : The Administrative Assistant to the Director of Financial Aid reports directly to the Director of Financial Aid and is responsible for assisting the Director and all personnel in the financial aid office with various duties.

Duties and Responsibilities :

1. Perform general office duties as assigned by the Director of Financial Aid and personnel within the Office of Financial Aid, i.e., general typing, filing, photocopying, answering the phone, and data entry; 2. Assist with reports that are due throughout the academic year; 3. Prepare, update, and design forms each year and as Federal regulations change; 4. Maintain the financial aid shelves in the financial aid lobby to provide important financial aid materials to students; 5. Order general office supplies for the financial aid office; 6. Mail requested information to potential students; 7. Review student records and mail request forms when additional information is needed to complete a file; 8. Send as receive faxes as required; 9. Photocopy tax information, forms or other materials as needed; 10. Answer the phone and handle the call or direct calls to the appropriate personnel; 11. Assist with the maintenance of records on each student applying for financial aid (records are to be kept for a number of years as set by the Department of Education regulations); 12. File newly received student information in the individual folder, after information has been entered into the computer; 13. Utilize the computer in the day-to-day work routine; 14. Upload electronic records (ISIRs) to the student information software; 15. Perform data entry of dates of receipt of electronic records (ISIRs) and other required information; 16. Use the computer for “look-up” purposes when questions arise about an individual student’s record; 17. Greet and assist students maintaining an orderly flow of students through the Financial Aid Office; 18. Answer general financial aid questions; 19. Assist students with filing financial aid applications especially with the electronic application process on the computers designated for student use in the financial aid lobby; 20. Use sign-in sheets during peak times to assure that the rule “first come, first serve” is followed; 21. Assist students who are in the office by reviewing records and referring students to other financial aid personnel as needed; 22. Assist other financial aid personnel with the eligibility review of students including, but not limited to, the verification review; 23. Assist other financial aid personnel in preparing for special events throughout the academic year including, but not limited to, the following listed events: summer orientation/registration; advance registration; fall, spring, and summer registration; mass exit loan counseling sessions, recruiting trips and/or financial aid workshops; 24. Perform other duties as assigned.