Administrative Support Specialist - Journey

The Office of Student Financial Aid is assigned to the Enrollment Management area within the Provost's Division at East Carolina University. The Director is the chief executive and administrative officer of the office and reports directly to the Executive Director for Enrollment Management.

The mission of The Office of Student Financial Aid is to offer a comprehensive financial aid program that attempts to meet the total financial needs of all university students, utilizing aid programs from all sources for which students are believed to be eligible, designing financial aid packages in ways which assist students in achieving a quality education and support their academic objectives.

The Office of Student Financial Aid at East Carolina University is responsible for administering and processing all Federal, State, and other financial aid programs for students enrolled at ECU.

15% - This position is responsible for determining the number of work study students needed for this office. This person will be responsible for writing job descriptions and ensuring positions are posted. The position will review job applicants, conduct interviews and perform all aspects of the hiring process following mandated guidelines. This position is responsible for the development of training materials on the use of both the Banner financial aid system and the electronic document processing system (Xtender) as related to departmental procedures for work study students, ensuring that training is current and meets policy and procedure guidelines. The position will also be responsible for scheduling assigned duties, work hours and reviewing work. The position approves or returns for corrections timesheets submitted twice monthly by work study students hired by the Financial Aid office.

30% - Processing records is the major activity for this position. This position is responsible for ensuring that all documents that are submitted to the Financial Aid Office are recorded into both Banner and the electronic document processing system (Xtender), and determining complete or incomplete status. The position reviews all incoming documents (examples include but not limited to IRS income forms, financial aid transcripts, Social Security Administration documents, Military leave and earnings statements, Veteran's Administration benefits letters, letters from students, faculty members, and/or parents, Parent Loan applications) along with information from various reports that pertain to a student's financial aid application. The position will review student records for completeness and follow up as required, determining next steps for each student's application as determined by department policy and procedures. The position will process documents and information in an accurate and timely fashion, as student financial aid funds cannot be awarded until these basic steps are completed. Errors in processing can result in state audit/federal program review exceptions/findings and or financial liability to the university. Errors can result in poor public relations with clients.

30% - This position provides advice, and recommendations for actions to financial aid management regarding legal requirements, availability and structure of the financial aid records filing systems. This includes recommendations for documents that are required to be in the student's file. The position will develop information and training materials for both staff and work study students on the structure and procedures of the records filing system features of both the Banner financial aid system and the electronic document processing system (Xtender) as related to departmental procedures. The legally required record maintenance systems are currently moving from paper to electronic record formats and this position is responsible for the transition and completeness of all records. The end result for the Student Financial Aid office will be paperless records and this staff member will verify the electronic records for student files.

5% - This position provides training and problem resolution for other processing staff. This position will train financial aid processing staff on the use and features of both the Banner financial aid system and the electronic document processing system (Xtender) as related to departmental policies and procedures. This staff member will research any issues or questions that arise on the proper use or features of Banner financial aid/xtender.

5% -This position assists with special assignments as needed. Examples include but not limited to: reports generated by Banner system to assist in resolving issues, researching information from various data sources.

5% -This staff member also serves as back-up when needed for the front desk and call center. The position needs to be well versed in financial aid procedures so that the position can answer most questions and know where best to direct each student. The position will also assist with opening sorting, and distributing incoming mail and faxes as needed. This position will also serve as back-up for pulling entrance/exit counseling data from appropriate websites and passing it to the appropriate administrator for student file updating.

5% -This staff member composes letters and emails to students, or calls students and/or parents. The position will often be required to explain the documents required by the Office of student financial aid and the application process in general. The position frequently uses and may sometimes make recommendations about the content and structure of standardized letters, forms and office publications used in communication with students.

5% -This staff member is primarily responsible for preparing, sorting, folding and coordination inserts for all mailings sent by the Office of student Financial Aid. This involves coordination with the systems staff for mass printings and the administrative staff to assure supplies are on hand. This may also involve coordination with the University's Mail Services Dept. The position is also primarily responsible for maintaining and utilizing the departments folding machine. This staff member will be responsible for training other staff members on the mailing procedures and the use of the folding machine.

High school diploma or equivalency and one year of related office experience; or equivalent combination of training and experience.

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If no applicants apply who meet the required competency level and training & experience requirements, then management may consider other applicants. Salary would be determined based on budget, UNC salary administration, and/or candidate qualifications.

East Carolina University is committed to workforce success and cultivating a culture of care for our employees. ECU prohibits unlawful discrimination and harassment based on race/ethnicity, color, genetic information, national origin, religion, sex, sexual orientation, gender identity, age, disability, political affiliation, and veteran status. All qualified applicants will receive consideration for employment without regard to their protected veteran status or disability.

Individuals requesting accommodation under the Americans with Disabilities Act Amendments Act ( ADAAA) should contact the ADA Coordinator at (252) 737-1018 (Voice/ TTY) or ADA-Coordinator@ecu.edu.

Final candidates are subject to criminal & sex offender background checks. Some vacancies also require credit or motor vehicle checks. ECU participates in E-Verify. Federal law requires all employers to verify the identity and employment eligibility of all persons hired to work in the United States. If highest degree earned is from an institution outside of the U.S. and its territories, final candidates are required to have their degree validated as equivalent to the degree conferred by a regionally accredited college or university in the U.S.

If you experience any problems accessing the system or have questions about the application process, please contact the Department for People Operations, Success, and Opportunity at (252) 328-9847 or toll free at 1-866-489-1740 or send an email to employment@ecu.edu. Our office is available to provide assistance Monday-Friday from 8:00-5:00 EST.