Administrative Assistant II - Financial Aid - Enrollment and Retention

University of Wisconsin Stout • Whitewater, WI

11h • Onsite

About The Position

The Office of Financial Aid at the University of Wisconsin-Whitewater seeks an Administrative Assistant II. This position serves as a first point of contact for the Financial Aid Office, delivering high-quality customer service to students, families, and campus partners through in-person, phone, and email communication. The role supports daily office operations by managing communications, overseeing student employees, and maintaining office systems, supplies, and records. Key responsibilities include coordinating financial aid communications through systems such as PeopleSoft, training student assistants, and ensuring timely and accurate processing of correspondence and document workflows. The position also assists with document imaging, supports compliance with federal and institutional regulations, and assists with other administrative tasks as assigned. This role requires strong organizational, communication, and technical skills, along with the ability to multitask, exercise independent judgment, and collaborate effectively in a student-focused environment.

Requirements

• Associate degree or administrative experience in an office environment.
• Ability to interact respectfully with people with diverse socioeconomic, cultural and ethnic backgrounds
• Willingness and ability to be an active participant in following applicable safety rules and regulations including necessary training and drills

Nice To Haves

• Familiarity with student information systems, particularly PeopleSoft.
• Experience with document imaging systems and related processes, particularly ImageNow.
• Knowledge of financial aid processes, procedures, and policies.

Responsibilities

• Provide customer service to students, families, and others.
• Maintain knowledge of various aspects of financial aid, including reading policy and procedures, attending workshops, and consulting with financial aid staff, campus staff, and outside agencies for assistance and clarification.
• Manage the Financial Aid Office’s general email account. Respond to emails or forward to the appropriate administrator as needed within 48 hours of receipt.
• Assist with covering the office’s front desk reception, managing walk-in and scheduled-appointment foot traffic.
• Assist with answering telephone inquiries from students, parents, and internal and external entities. This includes logging in to the office’s multiline-queue phone system to receive calls.
• Oversee communication generation, including processes within the financial aid module of the PeopleSoft student information system. Generate student notices using established mail merge processes.
• Work with the Financial Aid Office IT Business Analyst in maintaining the communication generator (Comm Gen) process in PeopleSoft.
• Assist in the execution of large mailings by scheduling program runs and coordinating with the campus mail center to ensure for timely and accurate mail distribution.
• Assist staff members in the creation and updating of report and letter templates as dictated by changes in state and federal laws. Maintain an up-to-date list of templates.
• Keep inventory of supplies necessary for the continual operation of word processing, i.e., letterhead paper, envelopes, printing supplies, etc., and coordinate duplicating requests for the office. Maintain knowledge of word processing available and pertinent to the office’s operations.
• Direct day-to-day efforts of Financial Aid Office Student Assistant staff. Maintain up-to-date expertise in all aspects of Financial Aid, including reading policy and regulation updates, attending workshops as requested, and consulting with the financial aid staff, campus staff, and outside agencies for clarification of policies and procedures, and relaying this information to student staff.
• Develop and conduct formal training programs for the student employees so that accurate information is provided in a professional, timely, and friendly manner.
• Guide student assistants in the preparation and mailing of financial aid award notices and other correspondence, including missing information and revision letters.
• Assist in the planning of and supervise the implementation of mass mailings.
• Coordinate ordering of supplies and equipment, subscriptions/membership renewals, and maintenance of office inventory and budgetary records. Process internal supplies/equipment requests; order internal supplies following online ordering procedures. Additionally, coordinate off-campus supplies/equipment ordering requests as needed; order online or by phone using University Purchasing Card. Inventory all supplies/equipment received making sure all transactions are accurate. Monitor and maintain adequate inventory of forms and office supplies.
• Serve on the Financial Aid Office technology committee.
• Process conference registrations and assist in making travel arrangements.
• Process subscriptions and membership renewals.
• Manage document imaging for the Financial Aid Office. Coordinate imaging and document flow of incoming documents pertinent to each financial aid recipient’s records in compliance with federal law. Formulate and implement procedures for the handling of all forms, revising procedures as necessary based on federal, state, or office policy. Manage the distribution/workflow of documents to the appropriate queue or administrator. Administer the destruction of records that are no longer active in compliance with federal law. Process the document checklist (WWFA Scan) report.
• Print and distribute various PeopleSoft query reports according to schedules.
• Monitor proper disposal of paper documents.
• Maintain copy machine.
• Maintain lobby/reception area, keeping signage current.
• Perform other related duties as assigned.

Benefits

• UW System employees receive an excellent benefit package. To learn more about the UW System's comprehensive benefit package, review the UW System Employee Benefits Brochure.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree
• Number of Employees: 251-500 employees