Location: Westminster,MD, USA
Job Description:
The Office Manager is responsible for the day-to-day clerical duties in the office to ensure the smooth operation of the Financial Aid Office and excellent customer service for students and families. This position reports to the Senior Associate Director of Financial Aid.
Basic Responsibilities
* Serve as the primary point of contact for Financial Aid
* Logs and scans all the incoming financial aid paperwork.
* Generates reports from federal, state and other websites. Enters the results of the reports to Colleague.
* Imports processed FAFSAs into Ellucian Colleague.
* Monitors the office budget and orders supplies.
* Supervises student workers.
* Performs data entry of state and institutional awards and other data needs as requested by supervisor.
* Leads the coordination and execution of assembling financial aid notifications (print and electronic) for students/applicants.
* Attends and supports evening and weekend events (including workshops, admitted student events, move-in and others as identified by supervisor) when needed.
* Performs other duties as assigned, possibly those related to the seasonal nature of Financial Aid workload or to regulatory changes that may create a need to re-align duties either temporarily or permanently.
Specific Responsibilities
A. Serve as the primary point of contact for visitors and incoming calls while exercising professional judgment to assess inquiries and determine when to transfer to a financial aid professional staff for specialized assistance.
* Greet and assist office guests in the financial aid and bursar office suite, ensuring a welcoming and professional environment while addressing initial inquiries and directing visitors to the appropriate staff members as needed.
* Respond to voicemail and email inquiries within the set timeframe established by the Senior Associate Financial Aid Director and ensuring all communications are handled efficiently. Checks the financial aid email daily and provides comprehensive, thorough and friendly responses. Tracks all student and parent communication accurately.
* Answer general financial aid questions, both over the phone, via email and in-person, regarding application process, disbursement of aid, student loan procedures, and other financial aid and college issues.
* Forward calls not satisfied by general financial aid information to the appropriate person.
* Refer visitors to appropriate person if more than general financial aid information is needed.
* Provide application materials and information publications in person and through the mail.
* Take the lead on coordinating and scheduling appointments for students and other visitors while ensuring that appointment availability within EAB is current.
B. Accurately logs and scans all the incoming financial aid paperwork.
* Enters financial aid documents into Colleague using appropriate codes.
* Scans documents to Image Now for future processing.
* Monitors the flow of application materials to appropriate channels.
* Collaborates with others for follow up on the incomplete paperwork.
C. Generates reports from various websites (federal, state, external) as well as from Colleague for the data entry in the financial aid module of the database.
* Generates and logs the Direct loan reports (COD website, Ellucian Colleague).
* Generates and logs alternative loan reports.
* Follows-up with students/parents on incomplete loan applications.
D. Imports processed FAFSAs into Ellucian Colleague on a weekly basis.
F. Monitors the office budget and orders supplies.
* Maintains and reconciles budget reports with expenditures.
* Monitors and orders office supplies, including office forms and publications.
* Generates quarterly reports for the director.
E. Supervises student workers.
* Sets daily priorities on work to be done.
* Assigns tasks, follows up on completion.
* Maintains student workers' schedules.
* Monitors and signs timesheets.
G. Performs data entry of state and institutional awards and other data needs as requested by supervisor.
H. Leads the coordination and execution of assembling financial aid notifications (print and electronic) for students/applicants.
I. Attends and supports evening and weekend events (including workshops, admitted student events, move-in and others as identified by supervisor) when needed.
J. Performs other duties as assigned.
Requirements:
Qualifications
* High school diploma required; some college/business school preferred
* Minimum of two years office experience required or other relevant experience
* Excellent organizational skills
* Excellent communication skills, including spelling, grammar, and tone
* Working knowledge of Microsoft Office Suite, Ellucian's Colleague, Outlook and other cloud-based products
* Ability to organize work effectively, conceptualize and prioritize objectives and exercise independent judgment based on an understanding of organizational policies and activities.
* Must be able to anticipate and plan for cyclical activities.
* Ability to accurately assess and handle phone calls, visitor requests, etc., with discretion and a positive attitude
* Ability to communicate effectively in English orally, by phone, in person, and in writing
* Discretion and reliability in sensitive and confidential matters are vital
* Ability to respond to emergency situations in a timely manner
* Ability to learn complex financial aid processes and explain them to parents and students
Physical Characteristics
This position requires sitting for long periods of time, as well as some bending and stooping when working with files. This position does have some limited lifting involved but not more than 10 pounds at a time. Quite a bit of finger/hand dexterity is involved in regard to typing and/or filing. The overall setting of the job is in an area conducive to a normal office environment with minimal exposure to adverse conditions.
Additional Information:
McDaniel College is committed to building a diverse workforce that reflects the student body. McDaniel College, in compliance with federal and state laws and regulations, does not discriminate in the recruitment, admission, and employment of students, faculty, and staff in the operation of any of its educational programs and activities. McDaniel College will not tolerate any discrimination or harassment on basis of any protected status including protective hairstyle, race, religion, color, ancestry or national origin, disability, age, sex, gender, gender identity, gender expression, sexual orientation, pregnancy, military status, genetic information, marital status, veteran's status, or any other actual or perceived legally protected characteristics. For more information on the College's commitment to diversity, equity and inclusion, please visit this link.
Application Instructions:
For a complete job description including responsibilities and to apply, please visit the college's employment webpage. Completed applications must include a cover letter addressing position qualifications and related experience, resume, and the names and contact information of three professional references. Review of applications will begin immediately. The position will be open until filled.