Office Administrator - Financial Aid (CS25-083) at Southern Illinois University Edwardsville in Edwardsville, Illinois

Job Description:

Southern Illinois University Edwardsville


Position Title: Office Administrator - Financial Aid (CS25-083)

Category: Category: Administrative Assistant / Office and Administrative Support

Location: Edwardsville, IL

Salary: $36,820.58 Annually

Opening Date: 09/19/2024

Division: Enrollment Mgmt

Flsa: Non-Exempt

Job_Number: 00469

Department: Stu Financial Aid

Closing_Date: 10/4/2024 11:59 PM Central

Description:

Description

We’re looking for a dedicated and enthusiastic Office Administrator to support the Director and staff of the Student Financial Aid Office. In this welcoming role, you’ll be an integral part of our team, helping to ensure smooth operations and exceptional service for our students and faculty.

Key Responsibilities:

• Operational Support:
  • Manage and balance operational budgets for office accounts.
  • Maintain accurate records and prepare correspondence and documents.
  • Handle purchasing of office supplies and maintain office equipment.
• Financial Processing:
  • Process scholarship checks and manage timesheets.
  • Oversee travel arrangements and handle invoices for staff.
• Calendar Management:
  • Schedule meetings for the Director and manage the office calendar.
  • Coordinate appointments and research background information for meetings.
• Staffing and Onboarding:
  • Assist in recruiting and hiring qualified staff, including Graduate Assistants and student employees.
  • Manage the onboarding and offboarding processes, ensuring a smooth transition for all staff.
• Payroll Administration:
  • Maintain payroll records and ensure timely processing of timesheets.
  • Assist staff with leave requests and payroll reporting.
• Communication and Record Keeping:
  • Create and maintain office correspondence, including emails and official memos.
  • Prepare meeting agendas and take minutes while maintaining confidentiality.
• Office Facilities Management:
  • Ensure all office equipment is operational and coordinate maintenance as needed.
  • Manage office inventory and control key access for staff.
• Performance Management:
  • Oversee annual employee evaluations and maintain confidential records.
  • Assist with the administration of Performance Improvement Plans.
• Scholarship Processing:
  • Process incoming scholarship checks and communicate with donors and students for endorsements.
• Customer Service and Special Projects:
  • Provide exceptional service to students and assist with special projects as needed.
  • Stay updated on financial aid regulations to offer accurate information.

Typical Qualifications

Minimum Qualifications:

1. High school diploma or equivalent.
2. Any one of the following from the categories below:
   A. Four (4) years (48 months) of work experience comparable to the third level of this series.
   B. Two (2) years (24 months) of work experience comparable to the fourth level of this series.

Knowledge, Skills, and Abilities:

• Organizational Skills: Excellent organizational abilities to manage multiple complex tasks simultaneously.
• Management Skills: Strong management capabilities to oversee various office functions efficiently.
• Analytical Skills: Proficient in analyzing budgets, reports, and spreadsheets.
• Interpersonal Skills: Effective interpersonal skills to interact professionally with students, faculty, and staff.
• Knowledge of University Policies: Thorough understanding of University policies and procedures related to purchasing, payroll, personnel, and the Office of Student Financial Aid.
• Financial Aid Knowledge: General knowledge of state and federal financial aid programs, with a willingness to learn independently.
• Numerical Proficiency: Strong ability to work with numbers and manage budgets accurately.
• Deadline Management: Skilled in prioritizing tasks to meet multiple deadlines effectively.
• Communication Skills: Excellent verbal and written communication skills.
• Computer Proficiency: Proficient in Microsoft Office products and capable of working with student information and other data systems.

Supplemental Information

Civil Service Information: Civil Service Application - FAQs

Application Instructions: How to Apply - Step by Step (Download PDF reader)

Illinois Residency Requirement: Pursuant to the State Universities Civil Service System, candidates must be a current Illinois resident.

Classification: State Universities Civil Service System Classification Number: 3266 – SUCSS Classification Title. For more information on Civil Service classifications, please visit the State Universities Civil Service System website at: https://www.sucss.illinois.gov/pages/classspec/default.aspx.

Veterans: Veterans who qualify for preference must provide proof of eligibility within ten (10) working days of submitting an application. The required proof of eligibility includes, at a minimum, a copy of the veteran's DD214/DD215 form (Department of Defense), NGB22 form (National Guard), or Discharge Orders or DD256 Discharge Certificate (Reserves). For help in determining the appropriate proof of eligibility to submit, please refer to the Guide for Veteran Document Verification. (Download PDF reader)

Pre-Employment Screening: External candidates receiving a job offer must undergo pre-employment screening, including a criminal background check. For safety sensitive positions, a drug screen will also be required.

Work Authorization Information: This position does not offer work authorization sponsorship. International students at SIUE on F-1 or J-1 visas are not eligible for full-time or part-time civil service positions with permanent status. F-1 and J-1 visa holders must be enrolled full-time and can only apply for temporary part-time roles working 20 hours or less per week during spring and fall semesters, such as student worker positions, assistantships, and civil service extra help roles. SIUE is a state university, and it's important to highlight that benefits from state-sponsored plans may not be accessible to individuals on F1 or J1 visas.

Accommodation: If you are unable to utilize our online application system and need to request an accommodation, please reach out to us at 618-650-2190 or via email at: careerinfo@siue.edu

Statement of Diversity: SIUE is an Equal Opportunity Employer committed to an inclusive and diverse workforce. We firmly believe in providing equal access and opportunity to individuals across all job titles. We will not discriminate against any person on the basis of race, national origin, ethnicity, color, religion, disability, age, marital status, sex, sexual orientation or veteran’s status.

SIUE cultivates an atmosphere of inclusivity, respect, and warmth that fosters learning and collaboration. Each member of our university community bears the responsibility of actively contributing to this enriching campus environment. We encourage individuals who are dedicated to upholding these values to apply.

To learn more about SIUE's Mission and statement on diversity, please visit:https://www.siue.edu/about/mission-goals-plans/index.shtml.

We value your interest and look forward to reviewing your application. For questions or more information, please email careerinfo@siue.edu

Agency: Southern Illinois University - Edwardsville

Address: 1040 Rendleman Hall Edwardsville, Illinois, 62026

Website: https://www.siue.edu/

Benefits:

SIUE offers an exceptional array of benefits to all full-time and part-time employees (50% or more receive benefits accrued at the percentage of appointment) including:

• Medical, dental, and vision insurance;
• University tuition waivers (full-time receive 100% waiver of tuition)
• Life insurance;
• SURS retirement plan;
• Supplemental retirement savings plans;
• Paid vacation and sick leave accrual;
• Generous holiday schedule/paid holidays;
• WorkLife programs;
• Employee Assistance Program (mental health and wellness);
• Employee discounts (local and national retailers);
• Flexible Spending Account Program;

For more about our benefits and employee services, visit: https://www.siue.edu/human-resources/benefits

Questions: 01Are you presently a resident of Illinois? Proof of residency must be provided upon employment.

• Yes
• No

02Are you legally authorized to work in the United States without sponsorship?

• Yes
• No

03Which statement below best describes the highest level of education you have completed?

• High school graduate, diploma or the equivalent (GED)
• Associate degree
• Bachelor's degree
• Master's degree
• Professional degree
• Doctorate degree

Required Question

PI250104923

Salary:

$36.00

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