Financial Aid Office Assistant

Job Details and Requirement:

Department: Financial Aid
Supervisor: Senior Financial Aid Counselor
Last Updated: 10-20-25

GENERAL DESCRIPTION

The Financial Aid Office Assistant provides a broad range of clerical and administrative support duties for the Office of Financial Aid.  This position serves as the initial contact for visitors to the office and juggles telephone, email and phone inquiries with a friendly demeanor, tact and diplomacy. Duties may require specialized knowledge and are confidential in nature. The individual must possess excellent interpersonal, organizational and customer service skills.

ESSENTIAL FUNCTIONS

• Serve as the first point-of-contact for all walk-ins, telephone calls and emails to the office. Responsible for opening the office at 8:00 a.m. and closing at 5:00 p.m.
• Provide high-level customer service and assess the needs of visitors, answer questions, and effectively explain the financial aid application requirements and process.
• Manage the Financial Aid email account. Monitor and respond effectively to all inquiries, requests, and status updates. Manage and create standard responses for frequently asked questions. Distribute emails to staff as necessary using sound judgment.
• Responsible for all incoming documents to the office. Prioritize items requiring immediate attention. Receive, screen, and distribute mail. Organize and process incoming faxes. Review related paperwork for completeness and accuracy and request additional documentation if necessary. Scan, upload, and index all related documents into OnBase.
• Coordinate the “retiring” of student files including moving to outside storage and arranging for shredding. Maintain and organize the office storage unit.
• Coordinate monthly email notifications to students regarding missing required documents and generate direct loan and federal work-study communications using PowerFAIDS.
• Produce all award letters through PowerFAIDS and generate accompanying documents.
• Send exit interview materials to students who are no longer active.
• Oversee office supplies and materials. Maintain an inventory of all office supplies. Order supplies as needed and confer with staff for any additional supplies/equipment.
• Generate invoices in Workday to ensure timely payments to vendors.
• Serve as the office lead in planning, coordinating and executing special events on campus.  Coordinate logistics with other departments, such as Admissions, to ensure a smooth operation of successful events.
• Coordinate planning and scheduling for financial aid office retreats and general meetings.
• Oversee all logistics when office is closed, such as calendars, office signs, out-of-office email and voicemail.
• Schedule appointments and manage the electronic calendars for the Financial Aid Office staff.
• Coordinate travel and conference registration for FA staff.
• Oversee expense reimbursements for financial aid staff.
• Maintain and control confidential student records.
• Provide support to the Financial Aid staff with projects and other duties as assigned.

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES

The individual must possess knowledge, skills and ability to be able to successfully perform the essential functions of the position or be able to explain or demonstrate how the essential functions will be performed, with or without reasonable accommodation, using some other combination of skills and abilities.

• Strong attention to detail and adherence to accuracy.
• Excellent written, oral and interpersonal communication skills in English. Ability to explain complex information in simple and concise terms to a wide range of individuals.
• Strong collaboration skills with a commitment to a team-based work environment.
• Natural aptitude for technology and expertise with MS Office, including expert level use of Excel.
• Ability to problem-solve and use analytical skills to develop and implement creative solutions.
• Strong interpersonal, written and verbal communication skills and attention to detail.
• Ability to take initiative to work proactively, meet deadlines, organize and prioritize multiple projects, think strategically, and work with numbers and data.
• Exhibit personal integrity and ability to appropriately handle confidential and sensitive information.
• Exhibit a positive attitude, strong work ethic, and sound professional judgment.

Experience/Education: Must have one year of full-time experience in general office assignments. Must have a high school diploma plus two years of college; or any combination of education and experience that provides the required skills and abilities.

Preferences: Preference will be given to individuals with the following experience/knowledge:

• Financial aid or student services positions in higher education setting
• Working with income tax returns/forms (i.e. in a tax office)
• PowerFAIDS software
• CSS Profile and Institutional Methodology (IM)
• A bachelor’s degree from an accredited institution is preferred.

Licenses/Certifications: None Required.

Supervisory Responsibility: No.

Time Type: Full-time

Work Schedule: The regular hours for this position will be scheduled between 8:00 am to 5:00 pm, Monday through Friday. Hours may vary depending on the operational needs of the College or department, including evenings and weekends as required.

Work Model: Hybrid(4 days in office, 1 day remote)

• Must have access to reliable and secure computer and internet connection.
• Must have access to a dedicated and suitable workstation at remote location, including desk or table and supporting, upright chair. Must ensure workstation is safe and free from hazards.

Compensation: Budgeted Starting Pay: $20.00-$21.00 per hour

Physical Requirements: This is generally a sedentary position.

• Must be able to sit for prolonged periods of time and operate a computer for prolonged periods of time.
• Must be willing to work evenings and weekends as assigned
• Must be able to stand or walk for prolonged periods of time during events.
• Must have the ability to drive locally for events and appointments.

Instructions:  Only qualified applicants please.

Application Materials: Upload the following materials to complete your application:

• Cover Letter:  Indicate your reason for interest in this position, describe how your qualifications make you an ideal candidate, and explain which of Pitzer’s core values best relates to your own.
• Resume: List relevant qualifications and dates of experience.
• Professional References: References will be contacted for select applicants and advance notice will be provided. Provide the names of at least three (3) individuals who can speak to your professional qualifications. Include their business titles, contact information and an indication of how you are acquainted with them (e.g., former supervisor, coworker, etc.).