Administrative Assistant II - Financial Aid -17305

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INTRODUCTION:

The Department of Financial Aid at the University of Wisconsin - Whitewater seeks an Administrative Assistant II (UNIV SERVICES ASSOC 2).

JOB DUTIES:

This position provides customer service to students and families in-person, over the phone, and via email. This position also provides support to assist the Associate Director with the Financial Aid Office Student Assistant staff by supervising and training the Financial Aid Office Student Assistant staff, maintaining budgetary records, payroll, maintaining office inventories, maintaining supplies and equipment, and processing travel authorizations and expense reports. This position works under the general supervision of the Associate Director of Financial Aid.

65%   A. Supervision of the Financial Aid Office Student Assistant staff. Provide program assistance to the Associate Director in the management of all responsibilities necessary to maintain a professional and helpful student staff, assuring quality customer service.

1. 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.
2. Work directly with the Associate Director in supervising the Financial Aid Office Student Assistant staff.
3. Develop and conduct formal training programs for the student employees so that accurate information is provided in a professional, timely, and friendly manner.
4. Supervise the handling of all inquiries (either by telephone, mail, fax, or in person) made by students, parents, outside agencies, university faculty and staff by providing guidance, assistance, and direction.
5. Supervise the Financial Aid Office Student Assistant staff in the preparation and mailing of financial aid award letters and other generated letters.
6. Assist in the planning of and supervise the implementation of mass mailings.
7. Develop and maintain working knowledge of PeopleSoft, ImageNow, and WISER. Train the Financial Aid Office Student Assistant staff in the use of the same, allowing all inquiries to be answered quickly and accurately.
8. Supervise the Microsoft Outlook appointment calendars for the entire department.
9. Supervise the receipt of all financial aid application materials, screening each document for completeness and accuracy. Train the Financial Aid Office Student Assistant staff in the proper screening techniques necessary for the various forms received by the department.
10. Coordinate, supervise, and review imaging documents before scanning for accuracy.
11. Advise prospective student employees on the requirements for participation in on-campus student employment.
12. Coordinate a system to maintain a count of all personal contacts, appointments, and Counselor on Duty visits.
13. Coordinate inter-office communications to keep the entire department informed of new policies and procedures.

15%   B. Coordinate ordering of supplies and equipment, subscriptions/membership renewals, processing of travel forms/payments, and maintenance of office inventory and budgetary records.

1. Coordinate all central store supplies/equipment requests each week. Maintain an adequate inventory of supplies and ordering forms. Order supplies using the on-line order procedures. Inventory all supplies/equipment received making sure all transactions are accurate.
2. Coordinate all off-campus supply/equipment ordering requests as needed. Order supplies on-line or by phone using the University Procurement Card. Inventory all supplies/equipment received making sure all transactions are correct.
3. Monitor and maintain adequate inventory of forms and supplies.
4. Reconcile monthly Procurement Card statements.
5. Serve on the Financial Aid Office technology committee. Create excel spreadsheets to monitor budgets, expenses, and reconciliation.
6. Process travel authorization and expense reports. Pay for conference registrations and assist in making travel arrangements.
7. Monitor and reconcile professional development charges.
8. Process subscriptions and membership renewals using the direct payment authorization forms or procurement card.
9. Maintain fiscal budgetary records. Assist the Director in overall Financial Aid Office budget reconciliation.
10. Maintain the annual inventory of capital and non-capital equipment. Record and tag any qualifying items. Data enter information and tag numbers for incoming items in Financial Aid database. Record and keep track of movement of items throughout the office.

15%   C. Provide program assistance to the Associate Director of Financial Aid in the management of the Work-Study employment program and in the development and maintenance of required records. Coordinate Financial Aid Office student employment.

1. Assist the Associate Director with the development and implementation of student employment procedures.
2. Assist in the process of all hiring paperwork Financial Aid Office Student Assistant staff.
3. Coordinate student employee’s work schedules to assure proper coverage at all times.
4. Process payroll for Financial Aid Office Student Assistant staff and submit accurate hours within the online payroll system.
5. Troubleshoot and resolve Financial Aid Office Student Assistant staff problems within the online human resources portal.
6. Terminate Financial Aid Office Student Assistant staff who are not eligible to work after the payroll run.

5%   D. Miscellaneous duties as assigned

1. Print and distribute various PeopleSoft query reports according to schedules.
2. Perform other related duties as assigned.
3. Monitor proper disposal of paper documents.
4. Serve as liaison with Help Desk when hardware problems occur.
5. Maintain copy machines.
6. Maintain lobby/reception area, keeping signage current.
7. Maintain the general appearance of the financial aid office.
8. Coordinate key distribution and maintain key inventory.

QUALIFICATIONS:

Minimum Qualifications:

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

Desired Characteristics:

• 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

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:

Founded in 1868, UW–Whitewater is one of eleven comprehensive universities in a public higher education system that also includes two doctoral institutions and a statewide Extension. In the fall of 2018, as a result of the University of Wisconsin System’s restructuring of the state’s 13 two-year campuses formerly known as UW Colleges, UW–Rock County began operating as a branch campus of UW–Whitewater under the new name of University of Wisconsin–Whitewater at Rock County. Together, these campuses form a preeminent academic institution driven by the pursuit of knowledge, powered by a spirit of innovation, and focused on transforming lives. The University of Wisconsin-Whitewater Main Campus and Rock County Campus are located conveniently near Milwaukee, Madison, and Chicago, and thus offers the advantage of beautiful small-town environments with easy access to the cultural and commercial opportunities of major metropolitan areas.

The Warhawk family — led by caring faculty and staff — is devoted to student success within a broad range of academic programs. UW-Whitewater 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. The campuses have more than 200 student organizations and UW-Whitewater is a Division III NCAA university. 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 13-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).

Per Regent Policy Document 20-19, University of Wisconsin System Criminal Background Check Policy and UW System Administrative Policy 1275 Recruitment Policies, UW-Whitewater requires criminal background checks as a contingency to employment. A criminal background check will be conducted prior to an offer of employment. All final candidates must be asked, prior to hire, whether they have been found to have engaged in, are currently under investigation for, or left employment during an active investigation in which they were accused of sexual violence or sexual harassment. When obtaining employment reference checks, these same sexual violence or sexual harassment questions must also be asked.

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.

The University of Wisconsin System is engaged in a Title and Total Compensation (TTC) project to redesign job titles and compensation structures. As a result of the TTC project, official job titles on current job postings is targeted to be implemented mid-2021. Job duties and responsibilities will remain the same. For more information please visit: https://www.wisconsin.edu/ohrwd/title-and-total-compensation-study/

The University of Wisconsin - Whitewater has the authority to implement temporary workforce reduction and cost saving measures to address financial challenges resulting from the COVID-19 Crisis, consistent with Wisconsin law and Board of Regents, UW System, and UW-Whitewater policy and procedure.

TO ENSURE CONSIDERATION:

Applications received by July 28, 2021 are ensured full consideration. Applications received after that date may be given consideration at the discretion of the search committee. 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 unable to complete the application online due to a disability or system problem, please contact us at (262) 472-1072 or hrstudent@uww.edu.

For questions regarding this position, please contact:
Melissa Walton
Assistant to the Associate Vice Chancellor for Enrollment and Retention
262-472-1385
waltonm@uww.edu

HOW TO APPLY:

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

• Cover Letter
• Resume
• Name and contact information for three professional references

This Job ID is 17305.

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