Administrative Services Associate

Ohio University • Athens, OH • 3d ago

Job Description:

DEPARTMENT SPECIFIC POSITION DESCRIPTION :

Serves as student liaison. Provides support for all areas of office. Assesses nature of student concerns and handles student issues to resolve difficulties with sensitivity. Comprehensive program knowledge includes application and disbursement for all financial aid programs. Reviews documents for completeness, accuracy, etc. Schedules appointments with administrators, as required. Attends monthly meetings for overall office update, policies and procedural changes. Trains and supervises Federal Work-Study employees. Requires ability to multi-task efficiently and prioritize requests.

DEPARTMENT SPECIFIC JOB RESPONSIBILITIES :

Represents office with professionalism, tact, and diplomacy required for handling sometimes difficult situations. Provides and handles financial aid information and services to students and parents, schedules appointments with administrators as required. Comprehensive program knowledge necessary for application and disbursement processes for all federal, state, and institutional aid programs and other programs handled by Student Financial Aid. Participates in problem analysis, providing evaluation of front line financial aid services to supervisor on a regular basis. Reviews documents for completeness, accuracy, etc.

Attends monthly staff meetings for overall office update and weekly meetings with supervisor. Maintains daily/hourly log of client contact (in-person and email) and compiles data weekly for reporting. Serves as back-up in processing incoming mail and phone support. Responsible for answering general office email. Assists with bulk mailings and supports other staff with projects, as needed.

Train & supervise several work study students assigned to assist client services area.

General Job Description

Supports the general administrative functions of a wide variety of academic or administrative units including answering phones, greeting/referring/assisting visitors, customers, staff, or others, preparing documents and reports, compiling records, scheduling meetings, organizing and maintaining information, coordinating calendars, analyzing data including budgetary expenditures, and providing high level administrative assistance to executives.

General Job Responsibilities

May supervise or oversee the work of student employees.

Represents an office as administrative liaison. Responds to non-routine inquiries requiring technical and/or University or unit knowledge.

Utilizes department and/or University policies, practices, and procedures to answer questions and resolve problems and issues.

Coordinates special events that require judgment in determining and prioritizing activities to meet desired results.

Coordinates complex appointments, meetings, and travel itineraries. Triages scheduling issues.

Edits documents and presentations. Composes basic correspondence. Types and coordinates class materials.

Performs a variety of administrative duties regarding academic class scheduling and/or student academic records and/or reports. Duties may include activities such as updating student records, registering students in courses, entering courses into PeopleSoft and assigning classrooms.

Coordinates mass mailing and/or email distribution.

Creates and oversees departmental files, databases, and reports.

Maintains office and/or laboratory supplies and inventory.

Maintains website.

Sets up accounts, tracks budgets, reconciles accounting statements, and follows up on discrepancies. Prepares purchasing and accounting forms for approval. Processes expenses.

Minimum Qualifications:

Knowledge of standard administrative procedures and practices, office equipment, and computer software typically obtained by a high school degree or GED or equivalent and a minimum of 2 years related experience. An equivalent combination of education, training, and experience is acceptable.

Specific knowledge, certifications, and licensure will apply at the position level.

Preferred Qualifications:

At least one year of customer service experience.

Associate's degree, or vocational or technical school degree

Service-oriented, diplomatic, and tactful when resolving problems.

Computer proficient including Microsoft Office Suite.

Good problem solving skills.

Ability to delve into problematic issues and seek resolution. Resolution of the issue may be at the student, parent or institution level.

Planning Unit: Vice President Enrollment Management

Department: Student Financial Aid

Applicants may contact this person if they have questions about this position: Hannah Mathson, mathson@ohio.edu

Employment Type: full-time regular

Advertised Salary:

The starting salary range is $14.65 per hour up to $18.68 per hour, dependent on education and prior experience.

Employees enjoy a generous benefits package such as paid holidays, sick time, personal time, a tuition waiver up to 100% for self and dependents, a comprehensive insurance package (including but not limited to prescription, vision, dental, and life insurance), an excellent retirement plan with up to a 14% company contribution, a 12-week parental leave program, adoption reimbursement, transgender care, flextime and flexplace policies, counseling and mental health care, access to professional development programs and more. Additional information is available at https://www.ohio.edu/hr/benefits.

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