University Services Associate 2 - Financial Aid - 15078

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INTRODUCTION:

The Financial Aid office at the University of Wisconsin - Whitewater seeks a University Services Associate 2.

This position will be responsible for all word processing, file management, and document processing for the Financial Aid Office (FAO); Assist in the management of the university Satisfactory Academic Progress (SAP) Program; Manage the electronic imaging of all incoming documents; Assist in the management of the Federal Work-Study program and with supervising the student employees in the FAO; Work with the processing of Federal Parent (PLUS) Loans and Private/Alternative Loans, as well as, processing for miscellaneous programs.

JOB DUTIES:

40% A. Supervise all Word / Document Processing for the Financial Aid Office using PeopleSoft student information system and ImageNow document imaging system.

1. Generate letters using mail merge process.
2. Train student assistants in the proper use of word processing and PeopleSoft.
3. Supervise student assistants in the preparation and mailing of financial aid award letters, and all written correspondence including missing information, completion, overaward, and revision letters.
4. Prioritize and delegate the word processing work requests from the permanent staff members.
5. Instruct students to proof every document before returning it to its author.
6. Assist in the planning and the implementation of mass mailings, which includes scheduling program runs and contacting the Postal Service. Supervise the timely and accurate distribution of mass mailings.
7. Assist all staff members in the creation and updating of report templates using word processing as dictated by changes in state and federal laws.
8. Maintain an adequate inventory of forms needed for continual operation.
9. Coordinate all duplicating requests for the office.
10. Maintain an inventory of supplies necessary for the continual operation of word processing: i.e., letterhead paper, envelopes, etc.
11. Maintain up-to-date list of form letters using Excel.
12. Obtain training on all word processing software systems available and pertinent to the Financial Aid Office.
13. Work with the PeopleSoft Liaison in development of the communication generator (Comm Gen) process.

20% B. In conjunction with the Financial Aid Coordinator, coordinate the university’s Satisfactory Academic Progress (SAP) Program.

1. Identify and notify students of warnings/ineligibility, explain SAP policy.
2. Accept and process SAP appeal paperwork.
3. Set up/cancel meetings with the SAP Appeals Committee.
4. If a SAP appeal is not approved, notify the student and revise aid as needed.
5. Update SAP panels.
6. Track number of appeals, results, and other statistics.
7. Process and track SAP Contracts, Academic Plans, etc. Evaluate at the end of each term.
8. Manage the flow of SAP documentation in ImageNow.
9. Evaluate daily reports for updating SAP records as new FAFSAs are loaded.
10. Update and maintain electronic SAP-related communications.
11. Arrange for shredding of old SAP files.

10% C. Management of ImageNow and electronic records system for the Financial Aid Office.

1. Coordinate and supervise data entry/ imaging and document flow of all incoming documents in the Financial Aid Office.
2. Formulate and implement procedures for the data entry of all forms; revise procedures as necessary based on federal, state, or Financial Aid Office policy changes.
3. Manage the distribution of all documents received to the appropriate administrator, program assistants, or work area.
4. Coordinate and supervise the filing of all documents pertinent to each financial aid recipient’s records in compliance with federal law.
5. Administer the destruction of all records that have been audited and are no longer active in compliance with federal law.
6. Maintain interface between PeopleSoft and ImageNow during upgrades of either system.
7. Update ‘doc type’ list to include new documents via Learn Mode.
8. Set up and manage ‘capture profile’ for linking documents.
9. Manage workflow so that documents are routed correctly to correct queue or individual. Create and delete as needed.
10. Work in ImageNow to maintain scripts when required.
11. Process the document checklist (WWFA Scan) report.
12. Manage ImageNow security profiles.

10% D. Provide program assistance in the management of the Federal Work-Study employment program and in the development and maintenance of required records.

1. Coordinate Financial Aid Office student employment.
2. Assist the Director and Associate Director of Financial Aid with the development and implementation of student employment procedures.
3. Work with the departments, answering any questions regarding student employment.
4. Serve as a contact person in the Financial Aid Office in the absence of the Director and Associate Director of Financial Aid.
5. Serve on any student-employment related committees (campus-wide), attend workshops, and keep current on student employment issues.
6. Process all hiring paperwork for new (FAO) student employees, including the online hiring process and terminations.
7. Communicate office policies to student workers.
8. Assist with the development and updating of guidelines for Financial Aid Office student assistants.
9. Process all payroll for the student assistants in the Financial Aid Office and submit accurate hours to the online payroll system.
10. Oversee the scheduling and assignment of Financial Aid Office student workers.

10% E. Performance of miscellaneous related tasks.

1. Maintain current computer skills in Microsoft Office and Adobe and in working in PeopleSoft.
2. Consult with the Information Manager concerning operations, programming, and reports.
3. Assist all staff members and student assistants regarding any student employment or word processing issues.
4. Assist with incoming phone calls and front desk duties during peak periods and as requested or in the absence of the Front Desk Supervisor.
5. Attend all staff meetings, workshops, conferences, and teleconferences as directed. Take notes at meetings as needed.
6. Back up Front Desk Supervisor in generating reports.
7. Perform other related duties as assigned by the Director, Associate Director, Assistant Directors, or as requested by other staff members.
8. Manage Financial Aid Office email account. Respond to emails or forward to appropriate administrator as needed.
9. Assist Financial Aid Coordinator in processing of all loans.
10. Assist Financial Aid Coordinator in reconciling waivers.
11. Assist the administrator with the Federal Pell Grant Program.

10% F. Assist the Financial Aid Coordinator in processing of Federal Parent (PLUS) Loans and Private/Alternative Loans. Assist in processing for miscellaneous programs.

QUALIFICATIONS:

Minimum Qualification(s):

• Associate Degree OR three years of administrative experience in an office environment

Desired Qualifications:

• Familiarity with student information systems, particularly PeopleSoft
• Experience with the PeopleSoft communications generator (Comm Gen) process
• Experience with document imaging systems and related processes, particularly ImageNow
• Knowledge of financial aid processes, procedures, and policies

Knowledge, Skills, and Abilities:

• Effective customer service and oral/written communication skills
• Excellent organizational skills and the ability to prioritize multiple tasks
• Ability to exercise considerable independent judgment and exhibit exceptional attention to detail
• Proficiency with Microsoft Office (Word and Excel) and Adobe
• Demonstrate the ability to direct the activities of and train student staff
• Ability to interact respectfully and work collaboratively with people from diverse socioeconomic, cultural, and ethnic backgrounds, including students, parents, staff, and faculty
• Willingness and ability to be an active participant in following applicable safety rules and regulations, including necessary training and drills

CAMPUS INFORMATION:

UW-Whitewater (http://www.uww.edu) is the largest regional comprehensive university within the UW System and enjoys a reputation as a high quality residential campus located near the scenic Kettle Moraine State Forest in southeastern Wisconsin. UW-Whitewater is situated on 400 acres of land and has an annual budget of more than $219 million. UW-Whitewater is located in the community of Whitewater, which has 14,622 residents and is within convenient driving distance to the metropolitan areas of Madison, Milwaukee and Chicago. The university enrolls more than 12,000 students in more than 50 majors housed within four academic colleges. UW-Whitewater also offers 16 master’s degrees and a Doctorate in Business Administration. The university’s strategic plan can be found at: www.uww.edu/strategic-plan. It has a special mission within the UW System to serve students with disabilities and, as such, embraces the principles of universal design and is one of the most accessible campuses in the state. UW-Whitewater is a Division III NCAA university and member of WIAC (http://wiacsports.com). The campus has over 200 student organizations and is a vital economic engine for southeastern Wisconsin.

UW-Whitewater is committed to seeking and sustaining a culturally and ethnically diverse campus environment, building a diverse faculty and staff with expertise and interest in serving students with diverse needs, backgrounds, ethnicities, abilities and other distinct characteristics in respectful, sensitive and understanding ways. The University of Wisconsin-Whitewater is an Equal Opportunity and Affirmative Action Employer, and actively seeks and encourages applications from women, people of color, persons with disabilities, and veterans.

ORGANIZATION INFORMATION:

The University of Wisconsin-Whitewater is part of the 26-campus University of Wisconsin System (https://www.wisconsin.edu).

Wisconsin Statute 19.36(7)(b) provides that applicants may indicate in writing that their identity should be kept confidential. In response to a public records request, the University will not reveal the identities of applicants who request confidentiality in writing, except that the identity of the successful final candidate will be released. See Wisconsin Statute 19.36(7)(a).

UW-Whitewater requires criminal background checks as a contingency to employment. A criminal background check will be conducted prior to an offer of employment.

The University of Wisconsin-Whitewater requires that all employees be active participants in following applicable safety rules and regulations including necessary training and drills.

For UW-Whitewater Campus safety information and crime statistics/annual Security Report, see http://www.uww.edu/asfr. If you would like a paper copy of the report please contact the UW-Whitewater Police at 262-472-4660.

To learn more about UW-Whitewater's competitive benefits packages go to our: ALEX webpage, which is our interactive benefits decision support tool.

SPECIAL NOTES:

UW-Whitewater embraces AAC&U’s LEAP principles (http://www.uww.edu/leap) and emphasizes student, staff and faculty participation in High-Impact Practices (https://www.aacu.org/resources/high-impact-practices). The Office of Research and Sponsored Programs (http://www.uww.edu/orsp) provides support for faculty scholarly and creative activities as well as other opportunities to apply for reassigned time and/or other resources to support research activities. UW-Whitewater faculty and staff also have access to technology transfer and research resources provided by WiSys (https://www.wisys.org).

CONDITIONS OF APPOINTMENT:

University of Wisconsin-Whitewater does not offer H-1B or other work authorization visa sponsorship for this position. Candidates must be legally authorized to work in the United States at the time of hire and maintain work authorization throughout the employment term. If you have questions regarding this, please contact Human Resources.

TO ENSURE CONSIDERATION:

Applications received by 01/02/2019 are ensured full consideration. Applications received after that date may be given consideration at the discretion of the search committee. Application materials will be evaluated and the most qualified applicants will be invited to participate in the next step of the selection process.

If you have questions regarding this recruitment, or if you are not able to complete the application online due to a disability or system problem, please contact us at 262-472-1024 or hrstudent@uww.edu.

For questions regarding the position, please contact:

Melissa Walton
Search Coordinator
262-472-1385
waltonm@uww.edu

HOW TO APPLY:

Only complete application packages will be considered. A complete application includes online submission of the following documents:

• Resume/CV
• Cover Letter/Letter of Interest
• Three Professional/Supervisory References

This Job ID is 15078.

Who are you?

A potential applicant who is NOT currently employed by the University of Wisconsin System, click here and type in the Job ID: UW-Whitewater External Applicants

A current employee of the University of Wisconsin System, click here and type in the Job ID: UW-Whitewater Internal Applicants

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