Administrative Assistant, Student Financial Services

Position Summary

As a Christian University, Olivet Nazarene University exists to provide an education with a Christian purpose. We value diversity as a means to enrich and deepen the educational experience, both inside and outside the classroom and online. We are committed to recruiting and retaining mission-aligned faculty and staff from diverse backgrounds. We strive to be a more inclusive community as we seek to understand and celebrate our unique experiences and perspectives.

The Administrative Assistant will provide clerical support to the Executive Director and all members of the Office of Student Financial Services staff. The Administrative Assistant will receive and process all paperwork (physical and electronic) and perform basic back-end processing tasks. In addition, the Administrative Assistant will direct visitors and incoming phone calls to the SFS Customer Service team while exhibiting an attitude of friendliness and hospitality. The Administrative Assistant will interact in the same manner with all other members of the institution.

Essential Duties and Responsibilities

• Process incoming forms and disseminate them to the appropriate staff member. This includes, but is not limited to: opening mail, date stamping forms, tracking receipts in the student information system, scanning and sorting all incoming forms from physical and electronic sources.
• Facilitate all aspects of the paperless process with scanning documents into the document imaging program, while making sure that each document gets to the correct person. This includes scanning documents for all Student Financial Services Teams (FA Processing, SA Processing, and Customer Service).
• Manage the Processing Team email inbox by correctly flagging and disseminating incoming messages from other staff and/or students.
• Complete bulk mailings of student notifications for various reasons in a timely manner. This may include bulk mailings from all Student Financial Services Teams.
• Maintain and order office supplies, business cards, etc. for all Student Financial Services Teams.
• Enter requisitions and reimbursements into the Ellucian Colleague system.
• Perform customer service duties; answer telephones, distribute voicemails, greet guests, schedule appointments, and direct telephone callers/visitors to the proper personnel.
• Perform other duties as assigned by the Executive Director.

Knowledge, Skills and Abilities Required

• A lifestyle in agreement with the ONU Statement of Mission, Faith, and Lifestyle Covenant.
• Maintain Privacy: Ensure confidentiality in all areas to maintain compliance with FERPA, Identity Theft Prevention (Red Flags/GLBA), Credit Card Handling/Awareness (PCI-DSS), and other applicable privacy regulations at all times.
• Effective Communication Skills: Possess the skills to communicate effectively both in oral and written forms in order to provide clear and understandable instructions and information to coworkers and students. The Administrative Assistant must represent, both in attitude, speech, and appearance the ideals of Christian communication, exercising courtesy, patience, and consistency.
• Organizational Skills: Be well organized, with the ability to give significant attention to detail in order to prioritize work and accurately maintain student records.
• Computer Skills: Ability to perform certain basic computer functions including but not limited to Ellucian Colleague, Etrieve by Softdocs, Team Dynamix, and Microsoft Office (Word & Excel).
• Work Experience: Experience in a university, business, or school preferred. Be able to demonstrate a proven track record of successful process management equivalent to the needs of the position.

Additional Information

EDUCATION
High School diploma or equivalent required.

WORK ENVIRONMENT
12-month position, 20 hours per week. Standard office environment at the main campus in Bourbonnais. No major sources of discomfort. No travel required, limited interaction with students in person, on the phone, and e-mail.

SUPPLEMENTAL INFORMATION
The salary for this position is $16.00 per hour.

This position is not eligible for benefits.