Administrative Assistant II

About the role

The Administrative Assistant II supports the Financial Aid Office at Madisonville Community College. Key responsibilities include providing comprehensive administrative and operational support, answering phones, scheduling appointments, reviewing and processing student files, and maintaining office systems.

Responsibilities

• Provides comprehensive administrative and operational support to the Financial Aid Office.
• Serves as the primary point of contact for the Financial Aid Office by answering phones, monitoring emails, responding to inquiries, scheduling counseling appointments, and directing students to appropriate resources.
• Reviews student records and completes aid disbursement checklists to ensure students meet eligibility requirements.
• Reviews and processes student files containing errors, working with students to resolve outstanding issues.
• Assists with the administration of financial aid by processing housing and income verification forms, third-party sponsorships, tuition waivers, external scholarships, concurrent enrollment, and bookstore authorizations.
• Maintains and updates scholarship tracking spreadsheets and assists with scholarship processing and reconciliation.
• Collaborates with Federal Work-Study students, coordinating their daily tasks and office coverage.
• Maintains the organization and efficiency of the Financial Aid Office, including electronic and physical filing systems, shredding confidential documents, updating forms, maintaining digital displays and bulletin boards, ordering office supplies, and ensuring the front office remains organized and welcoming.
• Maintains and updates communication platforms, such as Signal Vine, to support student outreach and engagement.
• Maintains communication with students regarding financial aid releases.
• Prepares and maintains bookstore authorization lists and assists with other financial aid operational reports.
• Assists with outreach activities by participating in FAFSA completion events, recruitment activities, workshops, financial literacy presentations, and other student engagement initiatives.
• Annually reviews and updates institutional Pell Grant award charts and related financial aid reference materials.

Requirements

• High school degree and one to three years of related experience or equivalent.
• Associate degree preferred.
• Proficient in Microsoft, with primary work in Excel.

Qualifications

• Strong organizational and time management skills.
• Excellent interpersonal and communication skills.
• Ability to handle sensitive and confidential information.
• Knowledge of financial aid procedures and regulations.

Skills

• Microsoft Office Suite proficiency, particularly Excel.
• Customer service orientation.
• Attention to detail.
• Problem-solving abilities.

Benefits

Madisonville Community College offers a competitive benefits package, including:

• Exceptional health care, vision, and dental coverage for you and your family.
• Tuition reimbursement/waiver for you, your spouse, and dependents.
• 403(b) retirement plan with a 5% employee contribution and a 10% employer match.
• Vacation/Sick Time.
• Work-Life Balance.
• 9.5 Paid Holidays.
• Two Weeks Institutional Closing Pay (Last 2 weeks of December).
• Employee Assistance Program.

Pay

$31,680 minimum salary.

Schedule

Standard Hours: 37.5 per week.

Contact Information

To apply, visit careers.kctcs.edu/madisonville.

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