Administrative Assistant

Title : Administrative AssistantDepartment : Financial Aid OfficeDuration : Indefinite Job SummaryReporting to the Director of Financial Aid, the Financial Aid Administrative Assistant serves as the initial point of contact for all students, parents, and visitors to the Office of Financial Aid.

The Financial Aid Administrative Assistant welcomes and acknowledges all visitors by anticipating and addressing their needs.

They will answer and field incoming phone calls and emails using appropriate etiquette and projecting a positive attitude.

As a member of the Financial Aid team, the Financial Aid Administrative Assistant will share the responsibilities to : update departmental calendars;

prepare public spaces for visitors; utilize the software program PowerFAIDS for data; provide clerical support, including data entry, opening mail and preparing mass electronic and print mailings.

This position is represented for collective bargaining purposes by SEIU. Job Duties 25% - Manage the Office of Financial Aid email account, sort and distribute incoming mail.

• Essential)20% - Provide exemplary customer service to all visitors & callers to the Office of Financial Aid. Open and close the office daily.
• Essential)20% - Manage and supervise student interns with assistance from the Financial Aid Coordinator. - (Essential)15% - Maintain departmental calendars, schedule appointments, and keep abreast of critical changes and updates.
• Marginal)15% - Review confidential documents submitted by students and parents for completeness and accuracy, with integrity and discretion.

Maintain intricate electronic filing systems. - (Essential)10% - Process Office of Financial Aid staff expense reports and monitor office inventory and supply needs.

Essential) Minimum Qualifications High School Diploma or GEDMinimum of one year experience working in an office, hospitality, and / or customer service environment.

Proficiency in Microsoft Office applications (Word, Excel, PowerPoint), Google drives / folders / forms, Adobe Acrobat, Web Editing, and social media applications or any combination of productivity programs applicable to position responsibilities.

Demonstrated ability to be detail-oriented and thorough; skilled at anticipating and preventing potential problems and handling a wide variety of tasks with efficiency and accuracy.

Strong commitment to a quality work product. Demonstrated ability to effectively communicate verbally, in writing and electronically.

Effective interpersonal skills as evidenced in the ability to collaborate with a variety of constituencies. Demonstrated commitment to justice, equity, inclusion & diversity.

Demonstrated skill in adapting to and performing work effectively in high-volume, high accountability, confidential environment with multiple and changing priorities.

Effective organizational, logistical, time management and planning skills with the ability to manage and prioritize multiple tasks / projects simultaneously, prioritize and fulfill the functions of an office in a timely manner.

Ability to self-motivate and work independently. Ability to work effectively and professionally across functions, disciplines, levels, and with diverse groups.

Preferred Qualifications Bachelor’s Degree in administration, hospitality, communication or related fields and / or equivalent icombination of education and experienceExperience in and familiarity with an academic environment.

EXPECTED HIRING RANGE : $22.00 / hr - $25.00 / hrIf you are offered this position at Occidental College, your final base salary compensation will be determined based on factors such as skills, education, experience, and / or geographic location.

In addition to those factors, Occidental complies with applicable pay equity laws and considers internal equity among current employees when developing the final offer.

Please keep in mind that the range mentioned above is the base salary range for the role. Hiring at the maximum of the range would not be typical in order to allow for future and continued salary growth.

We also offer a generous compensation and benefits package.