Administrative Assistant III

University of Wisconsin Stout • River Falls, WI

12d • $21

About The Position

Reporting to the Director of Financial Aid, Administrative Assistant III provides general administrative support for the Office of Financial Aid, serving as the primary front desk contact and responding to student inquiries via phone, email, and in person. Responsibilities include scheduling counselor appointments, assisting students with FAFSA-related forms, updating student financial aid records to add external scholarships, managing the office’s social media presence, maintaining supplies, processing purchase orders, and digitizing documents. RESPONSIBILITIES : Schedules logistics and secures resources for meetings, travel, conferences, and work unit operations, including staff appointments, student meetings, and interdepartmental engagements; assists with event planning such as the annual Veterans celebration. Serves as the first point of contact for the Financial Aid Office, providing general information to prospective and current students and their supporters via phone, email, text, social media, Navigate™, and in person; routes complex inquiries to the appropriate financial aid staff or University offices. Collaborate with the Student Billing office to record external scholarships on student financial aid accounts. Ensure that scholarship payments do not exceed financial need and cost of attendance limits. Work with counselors to adjust costs and other aid as necessary to ensure that students do not receive funds in excess of required limits. Collects, and prepares, and scans student and supporter-submitted documents for electronic imaging; ensures completeness and compliance, routes to appropriate workflow queues, and oversees secure destruction of physical documents per retention policies. Sends, receives, copies, and distributes communications in accordance with established procedures; assists with email and social media campaigns and coordinates batch communications with Admissions and Student Billing regarding financial aid eligibility. Maintains organizational systems for physical and electronic records in compliance with office procedures and University policies; ensures timely inclusion of key dates on the office calendar. Assists with maintaining accurate and timely content on the Financial Aid and Military/Veteran Resource Center websites. Reviews and evaluates office activities, procedures, and processes, and makes recommendations for improvements to the Director as warranted. Key Job Responsibilities: Serves as a primary point of contact for individuals and groups, provides organizational information via phone, in person, and through other communication mediums Develops, implements, and maintains methods and organizational systems directed at the maintenance of electronic/physical records related to work operations according to established policies and procedures Develops, sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations Schedules logistics and secures resources for meetings, travel, conferences, and work unit operations, including staff appointments, student meetings, and interdepartmental engagements; assists with event planning such as the annual Veterans celebration.

Requirements

• Strong interpersonal skills with the ability to engage courteously and professionally across various communication platforms.
• Skilled in managing emotionally distressed individuals with calmness and empathy.
• Sound judgment in referring students/families to appropriate resources.
• Familiarity with general office administration and financial aid processes.
• Proficient in standard computer applications (word processing, spreadsheets, internet browsers).
• Ability to quickly learn and effectively use specialized software, including student information systems and document imaging tools.
• Ability to follow detailed procedures for entering information in a student information system and apply appropriate processing rules.
• Demonstrated commitment to maintaining confidentiality of sensitive information.
• Responsible decision-making in office-related purchases.
• Strong organizational skills with the ability to complete tasks accurately and on time.

Responsibilities

• Schedules logistics and secures resources for meetings, travel, conferences, and work unit operations, including staff appointments, student meetings, and interdepartmental engagements; assists with event planning such as the annual Veterans celebration.
• Serves as the first point of contact for the Financial Aid Office, providing general information to prospective and current students and their supporters via phone, email, text, social media, Navigate™, and in person; routes complex inquiries to the appropriate financial aid staff or University offices.
• Collaborate with the Student Billing office to record external scholarships on student financial aid accounts.
• Ensure that scholarship payments do not exceed financial need and cost of attendance limits.
• Work with counselors to adjust costs and other aid as necessary to ensure that students do not receive funds in excess of required limits.
• Collects, and prepares, and scans student and supporter-submitted documents for electronic imaging; ensures completeness and compliance, routes to appropriate workflow queues, and oversees secure destruction of physical documents per retention policies.
• Sends, receives, copies, and distributes communications in accordance with established procedures; assists with email and social media campaigns and coordinates batch communications with Admissions and Student Billing regarding financial aid eligibility.
• Maintains organizational systems for physical and electronic records in compliance with office procedures and University policies; ensures timely inclusion of key dates on the office calendar.
• Assists with maintaining accurate and timely content on the Financial Aid and Military/Veteran Resource Center websites.
• Reviews and evaluates office activities, procedures, and processes, and makes recommendations for improvements to the Director as warranted.
• Serves as a primary point of contact for individuals and groups, provides organizational information via phone, in person, and through other communication mediums
• Develops, implements, and maintains methods and organizational systems directed at the maintenance of electronic/physical records related to work operations according to established policies and procedures
• Develops, sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures
• Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations
• Schedules logistics and secures resources for meetings, travel, conferences, and work unit operations, including staff appointments, student meetings, and interdepartmental engagements; assists with event planning such as the annual Veterans celebration.

Benefits

• Employees receive excellent benefits including exceptionally low-cost comprehensive health, dental and vision benefits; employer match of Wisconsin Retirement System contributions of 6.95%; an attractive amount of paid leave per year in addition to paid sick leave.
• To learn more about our benefits, go to https://www.wisconsin.edu/ohrwd/benefits/download/quickguideus.pdf

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed
• Number of Employees: 5,001-10,000 employees