Office Assistant, Financial Aid

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University of Portland

Location: Portland, Oregon
Category: Financial Aid
Application Deadline: Open until filled

Job Description

Job Title

Office Assistant, Financial Aid

Department

Financial Aid

Job Code

C62552

Job category

Part Time Staff

Terms and Hours

Permanent part-time, 17.5 hours per week: Monday - Friday, 10am to 1:30pm

Salary Range

Starting Hourly Rate $21.00, commensurate with experience

Job Summary

The Office Assistant provides quality customer service to University of Portland students, families and other offices on and off campus as part of the Financial Aid front office team. The Office Assistant reviews and evaluates financial aid documents for accuracy and completeness and resolves discrepancies. Additionally, this position responds to inquiries regarding financial aid regulations, policies and procedures.

This is a part time on campus position that works 17.5 hours per week Monday – Friday, generally 10:00am to 1:30pm.

Core Duties

Supports the operation of the Office of Financial Aid front desk via the following:
- - Answers multi-line telephone calls.
  - Greets and assists guests at the front counter.
  - Provides customer service in person, via telephone, or via electronic communication to meet or exceed the needs of students, families, colleagues, and the community.
  - Monitors student comments submitted from Self Serve Banner.
  - Enforces FERPA (confidentiality), federal/state regulations and University policies.
  - Assists in mentoring student worker employees at front counter when supervisor is not present.
  - Works effectively to maintain rapport with other departments.
Performs routine office duties via the following:
- Assists with the sorting and processing of incoming and outgoing mail (standard and electronic).
- Answers financial aid emails and voicemail messages.
- Supports the front office with general clerical duties and projects.
Supports financial aid staff via the following:
- Sets the monthly Counselor of the Day schedule for the counseling staff through Outlook.
- Schedules appointments for counselors and other staff in Outlook.
- Assists with the document imaging system.
- Supports the initiatives of the Director.
- Assists financial aid staff with projects as necessary.
- Maintains an awareness of office procedures. Collaborates with staff to resolve problems related to the policies and procedures as necessary.

Other duties as relevant to the duties of the position or as assigned by supervisor or designee.

Please note that the above list of duties is not comprehensive but generally demonstrates the types of matters under this position’s purview and responsibility.

Education & Experience

Required: Associates degree.
Required: Minimum one years’ experience in administrative settings.
Preferred: Minimum one years’ experience in financial aid.
Or a combination of equivalent education and/or experience.

Certifications & Licenses

Preferred: None.

Knowledge, Skills & Abilities

Excellent communication skills, including the ability to exercise tact and discretion when dealing with the public and all members of the University community, including students, families, faculty, and staff.
Clear and precise written and oral communication and presentation skills.
Knowledge of financial aid systems, document management systems, and Windows based environment and Microsoft Office applications. This includes:
Intermediate experience using Microsoft Office Suite, including Outlook.
Experience with Banner, Argos, and document imaging software, preferred.
Ability to type a minimum of 40 words per minute and ten-key by touch.
Maintain confidentiality of work-related information and materials.
Punctual and dependable.
Competence with and commitment to inclusive excellence; ability to be an effective partner with diverse students, faculty, and staff.
Ability to establish effective working relationships, professional rapport, and effectively accomplish work within a University setting that includes a wide array of individuals, groups, policies, and processes.
Effective ability to use and learn computers, technology, software, and applications at level of sophistication required for the duties of the position, including, without limitation, Microsoft Office (Outlook, Word, Excel, and PowerPoint), the internet, and computerized maintenance management systems.
- - All University of Portland positions require the ability to quickly learn and use new technologies, software, and applications in depth and at level of proficiency required for duties of the position. In most situations, the necessity of learning, using, and supporting new technologies, software, and/or applications does not change a job description nor make the position one that involves higher level duties.

Physical Requirements

Frequently: sit, perform desk-based computer tasks; use fine manipulation and grasp; use a telephone; write by hand; sort and file paperwork.
Occasionally: stand and walk; twist; lift, carry, push, and pull objects that weigh up to 10 pounds.
Occasionally: ability to attend events and activities on or off campus.
Frequently: ability to interact and communicate with members of the University and others as necessary.

Working Conditions

Preferred hours range between 9am – 2pm Monday through Thursday (17.5 hours/week); though some flexibility can be provided.
Hours of employment: may require working flexible and/or longer hours, when necessitated by projects or University events.
Work-related stress: sometimes there may be stress from work-related situations such as those involving challenging, important, urgent, time-sensitive, or multiple matters.

Work Standards

Respect for the University’s mission and Catholic identity: demonstrates commitment to learning, respecting, and contributing to the mission of the University, a Catholic and Congregation of Holy Cross institution. The University’s mission statement states in relevant part: “we pursue teaching and learning, faith and formation, service and leadership in the classroom, residence halls, and the world.” The University’s Statement of Inclusion states in relevant part: “Our belief in the inherent dignity of each person is founded upon the social teaching of the Catholic Church. At the center of that teaching is the fundamental mandate that every person, regardless of race, color, religion, gender, sexual orientation, social or economic class, age, or disability shall be treated with respect and dignity.”
- - The full Mission Statement is at: www.up.edu/about/mission.
  - The full Statement of Inclusion is at: www.up.edu/disclosures/inclusion.
Promote culture of safety: demonstrates commitment to personal responsibility and value for safety; communicates safety concerns; uses and promotes safe behaviors based on training and lessons learned.
Compliance with laws and policies and procedures: subject to and expected to comply with all applicable University, departmental, and other applicable policies and procedures, including but not limited to, the personnel, business, and/or other policies of the University.
Compliance with driving-related laws and requirements: when conducting university business while driving, must comply with the Oregon Vehicle Code and University of Portland driving requirements.
Interpersonal skills: demonstrates the ability to work professionally with all University of Portland community members, external organizations, and any other person or organization employee interacts with in his or her University capacity.

Benefits

Non-benefitted except for sick time benefits consistent with Oregon regulations. (Benefits are subject to all relevant University policies, practices, contracts, and any other relevant materials.)

Posting Detail Information

Posting Number

S270-2023

Number of Vacancies

1

Estimated Start Date

Open Date

06/16/2025

Close Date

Open Until Filled

No

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