What are the responsibilities and job description for the Financial Aid Office Assistant- part time position at Messiah University?
Position Type
Staff
Employee Group
Staff
Time Status
Part-Time
Time Category
Part Time (1000-1559 hours)
Annual Hours
1040
# of Months
12
Hours Per Week
20 (Mon.-Fri. as assigned)
Work Dates
July 1 – June 30
Campus
Main Campus (Grantham)
Position Description
Position Summary
The Office Assistant provides essential support to the Financial Aid Office by serving as the first point of contact for students, families, and other stakeholders. This role is responsible for managing office communications, maintaining student financial aid records, and ensuring efficient day-to-day operations. The Assistant plays a key role in supporting financial aid processes by assisting students with outstanding requirements, recording and monitoring outside scholarships, and maintaining organized digital and physical records. Additionally, this position provides administrative support for office meetings, mail processing, and supply management.
Education Required
High School Diploma or equivalent
Education Preferred
Associate degree in business, finance, or a related field
Experience Required
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, Teams)
- Experience handling office tasks, including phone and email communication
Experience Preferred
- Previous experience in higher education, financial aid, or customer service
- Familiarity with student information systems and financial aid processes
Skills, Characteristics Required for Position
Customer Service & Communication
- Strong interpersonal skills to create a welcoming and professional environment for students, families, and staff
- Excellent verbal and written communication skills, with the ability to explain financial aid processes clearly and empathetically
- Ability to handle sensitive situations with confidence, discretion, and professionalism
- High level of cultural competency and ability to engage effectively with diverse populations
- Ability to communicate across different departments, as well as with external agencies and organizations
Organizational & Administrative
- Exceptional attention to detail, accuracy, and the ability to manage multiple tasks simultaneously
- Strong organizational and time-management skills to coordinate office operations efficiently
- Ability to maintain accurate records and documentation related to student financial aid and office administration
- Proficiency in proofreading and editing outward-facing materials to ensure professionalism and accuracy
- Ability to work independently, prioritize tasks effectively, and follow through on assignments
Technical & Digital Proficiency
- Proficiency in Microsoft Office Suite, including document creation, data entry, and spreadsheet management
- Ability to update and maintain financial aid web content and online student resources
- Familiarity with integrated student information systems (preferred but not required)
- Basic knowledge of federal and state financial aid regulations and the ability to assist in compliance processes
Teamwork & Professionalism
- Strong collaboration skills to work effectively with Enrollment staff, student workers, and campus partners
- Dependability and punctuality, ensuring smooth office operations and timely student support
- Ability to maintain confidentiality and handle sensitive financial aid information with discretion
- Flexibility and adaptability to support a dynamic and fast-paced office environment
- Proactive approach to problem-solving, with the ability to take initiative and improve office processes
Special Working Conditions
N/A
Driving Requirements
N/A
Essential Employee
N/A
Primary Duties
Student & Family Support
1. Serve as the first point of contact for financial aid inquiries via phone, email, and in-person interactions
2. Provide general financial aid information and guidance to students and families in a professional and supportive manner
3. Contact students regarding outstanding financial aid requirements, missing documents, or pending tasks to ensure timely completion
4. Assist in responding to inquiries regarding federal, state, and institutional aid programs
Scholarship & Document Processing
5. Manage the recording, tracking, and monitoring of outside scholarships, ensuring proper documentation and compliance with financial aid policies
6. Assist in processing scholarship returns, including reviewing documentation and coordinating with financial aid staff to ensure accurate adjustments
7. Scan, index, and maintain student financial aid documents in digital records, ensuring accessibility and accuracy
Office Administration & Operations
8. Train and supervise student employees, ensuring they provide accurate and professional service
9. Maintain and monitor the financial aid office’s general email account, ensuring timely responses and routing inquiries as needed
10. Schedule office meetings, coordinate calendars, and assist with meeting preparation
11. Manage office supply inventory, placing orders as needed to ensure the office remains fully equipped
12. Open, organize, and file mail, as well as prepare outgoing correspondence and bulk mailings
13. Maintain consistent and reliable attendance to support office operations and student service needs
1. Serve as the first point of contact for financial aid inquiries via phone, email, and in-person interactions
2. Provide general financial aid information and guidance to students and families in a professional and supportive manner
3. Contact students regarding outstanding financial aid requirements, missing documents, or pending tasks to ensure timely completion
4. Assist in responding to inquiries regarding federal, state, and institutional aid programs
Scholarship & Document Processing
5. Manage the recording, tracking, and monitoring of outside scholarships, ensuring proper documentation and compliance with financial aid policies
6. Assist in processing scholarship returns, including reviewing documentation and coordinating with financial aid staff to ensure accurate adjustments
7. Scan, index, and maintain student financial aid documents in digital records, ensuring accessibility and accuracy
Office Administration & Operations
8. Train and supervise student employees, ensuring they provide accurate and professional service
9. Maintain and monitor the financial aid office’s general email account, ensuring timely responses and routing inquiries as needed
10. Schedule office meetings, coordinate calendars, and assist with meeting preparation
11. Manage office supply inventory, placing orders as needed to ensure the office remains fully equipped
12. Open, organize, and file mail, as well as prepare outgoing correspondence and bulk mailings
13. Maintain consistent and reliable attendance to support office operations and student service needs
Secondary Duties
Secondary Responsibilities
- Support staff with special projects as assigned and approved by the Director of Financial Aid, including financial aid events and outreach initiatives
- Perform other duties as assigned to support the efficiency and success of the Financial Aid Office
Supervises: # of Administrative
0
Supervises: # of Staff
0
Supervises: # of Student
2
Posting Date
04/08/2025
Open Until Filled
Yes
Application Deadline
Diversity
Messiah University’s commitment to diversity and inclusive excellence draws inspiration from its mission “to educate men and women toward maturity of intellect, character and Christian faith in preparation for lives of service, leadership and reconciliation in church and society.” The university has pursued this vision through a strategic planning process that encourages diversity through employee and student composition, campus climate, and an educational program that seeks to equip and enable educators and students to embrace diversity. Candidates should clearly articulate why diversity and inclusive excellence matter to them as persons of faith as well as in their profession. Candidates will speak to how as a potential employee, they will contribute to the advancement of this vision through their teaching-learning, research, institutional service, and public engagement.
