Administrative Assistant III, Financial Aid - Saint Mary's College-California in Moraga California

Unfortunately, this job is expired as of 4/18/2014.

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Saint Mary's College-California

Moraga, California

United States

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Detailed Job Description

Founded in 1863, Saint Mary's is a residential campus nestled 20 miles east of San Francisco in the picturesque MoragaValley.  Based in the Catholic, Lasallian and Liberal Arts traditions, Saint Mary's currently enrolls more than 4,500 students from diverse backgrounds in undergraduate and graduate programs.  The De La Salle Christian Brothers, the largest teaching order of the Roman Catholic Church, guide the spiritual and academic character of the College.

As a comprehensive and independent institution, Saint Mary’s offers undergraduate and graduate programs integrating liberal and professional education.  Saint Mary’s reputation for excellence, innovation and responsiveness in education stems from its vibrant heritage as a Catholic, Lasallian and Liberal Arts institution.  An outstanding, committed faculty and staff that value shared inquiry, integrative learning and student interaction bring these traditions to life in the 21st century.  The College is committed to the educational benefits of diversity.


Reporting to the Associate Director of Financial Aid, the Administrative Assistant works independently on assignments that vary in levels of complexity and confidentiality; serve as a primary point of contact to student, parents, and the SMC community.

Serves as a primary point of contact to student, parents, and the SMC community and requires a professional individual committed to excellent customer service.

Responds directly to routine inquiries, determines when inquiries should be escalated and routed to appropriate staff; handles routine administrative tasks for the department including phones, filing, copying, mailings, proofs publications, prepares forms and handouts.

Assists with the download and import of Federal financial aid applications.  Reviews incoming applications and supporting documents for accuracy and maintains the Colleague on-line tracking system of documents needed for file completion.

Assists in the processing of follow up correspondence to applicants with incomplete files.  Prepares student applicant files for counselor review.  Monitors NSLDS system for changes to federal aid programs.  Assists in the maintenance of document archiving for inactive students.

Assists senior staff with the file export of federal loan certifications via Datatel/Colleague; trouble shoot reject files from ELM; works with lenders and guarantee agencies to resolve rejected loan records; coordinates the notification of loan disbursement mailings to students and parents on a 30-day schedule; works closely and assists Associate Director with loan default management activities.

Provides support to senior staff with the management of the Federal Work Study program by providing general information to students, employers and potential employers about work study policies, regulations, and procedures for posting jobs, hiring students, and reimbursing employers; monitor changes in work study awards on a monthly basis utilizing Datatel/Colleague; hire, train, and supervise work study students for the Financial Aid Office; and manage the office’s federal work study budget.


Works in a highly collaborative and culturally diverse environment and develops effective relationships within the Departments, Schools and with other areas of the College; attend workshops and meetings consistent with professional development to meet the growing demands of the position; participates in campus events.

The successful candidate will be expected to contribute to the mission of the College, which is informed, animated and expressed through its Catholic, Lasallian and Liberal Arts traditions.

Experience and Qualifications:

Minimum two (2) years of administrative and office support experience in higher education financial aid or experience in a similar setting.  Demonstrated ability to train, plan, organize and assign work, and control results; strong interpersonal, verbal and written skills; ability to handle complex phone inquiries and interact in a calm and supportive manner with various offices and individuals, including culturally diverse individuals; significant experience with Windows operating systems such as Word, Excel and internet and email systems; demonstrated experience with data base management, working knowledge of Datatel/Colleague, ELM and PCFAPS highly desirable; math skills required.

Ability to handle multiple tasks and assignments, remain calm under pressure, establish priorities and work in an organized manner with emphasis on detail and accuracy; ability to work independently, seek consultation when necessary and remain part of a team in a fast paced, high-pressure environment; high level of reliability creativity, and commitment to maintain confidentiality; ability to work cooperatively and effectively with all members of a culturally diverse campus community; ability to cultivate and maintain partnerships with diverse individuals, offices and programs; understanding of and commitment to further the College’s mission.

Salary Information

Depends on Qualifications


Application Instructions: Please apply on-line at Include a cover letter that specifically addresses how you meet the qualifications and are prepared to support the mission of the College2) A resume 3) The name and contact information for three (3) professional references.  Candidates who become finalists will be expected to sign a consent authorizing a broader inquiry which may include reference checks, a motor vehicle check, and a third party background check.Saint Mary's is an equal employment opportunity employer. We support inclusive excellence and are committed to creating a safe and welcoming community for all.

Keyword Phrases

  • Administrative Assistant III, Financial Aid
  • Catholic, Lasallian, liberal arts college
  • De La Salle Christian Brothers
  • committed to the educational benefits of diversity
  • Financial Aid
Employment Type:Administrative Staff
Degree Required: Not Specified
Experience: See Job Description
Level of Job: Other
Salary: Not Specified
Type of School:4 - Year / Masters Institution
Application Requirements: CV/Resume
Cover Letter