Administrative Coordinator - Assistant to Assistant Vice Provost, Financial Aid

Overview

This onsite position provides administrative support to the Assistant Vice Provost and Financial Aid Department in functional areas including, but not limited to: data entry, drafting correspondence, scheduling appointments, office manager duties, coordinating meetings and taking effective meeting minutes.

• Act as direct assistant to the Assistant Vice Provost for Financial Aid.
• Provide administrative support to the Counseling and Outreach Unit, including receiving and opening documents, reviewing for completeness and signatures, tracking, logging, scanning and indexing into Banner and Etrieve, and returning incomplete documents to sender.
• Perform complex administrative work independently and efficiently; manage multiple conflicting priorities; compose clear, comprehensive reports and maintain accurate records, ensuring confidentiality.
• Provide leadership and manage meetings: secure technology set‑up, coordinate communication, create agenda and minutes, and distribute appropriate information.
• Schedule and coordinate meetings, appointments, and travel itineraries for the Assistant Vice Provost, including flight, ground transportation, and hotel accommodations for recruitment trips or conferences.
• Direct questions and inquiries to appropriate staff.
• Maintain a neat and professional work area and keep the breakroom clean and well‑stocked with supplies.
• Track, monitor and maintain files related to Financial Aid budgets and expenditures; keep accurate records and create/submit all necessary financial paperwork (expense reports, travel reports, invoices, reimbursements, reclassifications).
• Manage and reconcile Department’s operational budget monthly, alerting AVP and Senior Associate Director of any over‑ or under spending.
• Maintain and distribute the Department’s emergency address and phone list promptly when changes occur.
• Order office supplies and keep the inventory neat and orderly.
• Keep accurate records of expenditures and receipts, track orders, and reconcile monthly expenses in Workday.
• Provide administrative support to the Senior Associate Director for Financial Aid on an as‑needed basis.
• Operate and maintain office machines; troubleshoot issues via service calls and communication with IT, Facilities, and other support offices; keep AVP and Associate Directors apprised of maintenance issues.
• Serve as the Department’s Resource Management Plan coordinator for computer inventory and replacement; represent the Department as the Primary Emergency Response Team representative, attend trainings, and update emergency plans.
• Process paperwork and access for new staff members and for those resigning and no longer working at the University.
• Perform other duties as assigned by AVP or Senior Associate Director.
• Exhibit behavior supporting the university’s mission, vision, and values; model high standards of professionalism, responsibility, accountability, ethical conduct, and customer service.

• High school diploma or equivalent required;
  Bachelor’s degree preferred.
• Minimum two years of administrative support experience in a complex office environment.
• Demonstrated knowledge in customer service and advanced administrative office support; knowledge of modern office practices, filing systems, telephone and business etiquette, proofreading, strong command of grammar and spelling, letter and report writing, office equipment use and maintenance.
• Knowledge of financial aid policies, procedures, and practices is preferred.
• Ability to perform complex concurrent tasks requiring speed, accuracy, diplomacy, and outstanding customer service.
• Exemplary communication skills (written and oral), evidenced by experience preparing comprehensive reports and executive summaries incorporating complex, highly technical, and often confidential information.
• Demonstrated computer competency with Microsoft Office suite; highly developed organizational and accountability skills.
• Continued learning/upgrading knowledge, skills, and abilities as needed to keep abreast of current office technologies and trends.

Regular salary range $23.51 – $29.38 per hour, commensurate with education and experience. This…