Search for University Jobs in Staff & Non-Managerial Professionals

Job ID: 106998

Administrative Assistant I - Financial Aid
The University of St. Thomas

Date Posted May 23, 2018
Title Administrative Assistant I - Financial Aid
University The University of St. Thomas
Application Deadline Open until filled
Position Start Date Available immediately
  • St. Paul, MN
    United States
  • Classified Staff
  • Financial Aid


The University of St. Thomas invites qualified candidates to apply for an Administrative Assistant I position within the Financial Aid office.

Inspired by Catholic intellectual tradition, the University of St. Thomas educates students to be morally responsible leaders who think critically, act wisely, and work skillfully to advance the common good. A successful candidate will possess a commitment to the ideals of this mission statement.


The University of St. Thomas offers a competitive and comprehensive benefits program, which includes:

Up to 100% tuition remission for employees, spouses, and dependents upon eligibility
A generous Employer retirement contribution of 9.4% of annual salary upon eligibility
Medical, dental, and vision options
Employer-paid disability, life, and AD&D benefits

Responsible for direct service to prospective and continuing students (and parents) for all St. Thomas programs (2-year, 4-year and graduate). Provide customers with information about the complex process of applying for financial aid. Advise students/parents regarding the requirements of financial aid, the payment of financial aid to the student account and general information about the student’s account charges and the e-billing process. Schedule appointments for current and prospective students to visit financial aid counselors and support the customer care counter, receive guests and advise and direct as necessary.

Collaborate daily with the entire financial aid team (Managers, Senior Managers, Associate Directors, Director). Directly assist staff with at least one area of financial aid program responsibility and manage specialized daily, weekly and monthly reports and reconciliation processes therein.

Responsible for the effective and efficient flow of required supporting documentation in the Financial Aid Office (citizenship information, tax information, etc.). Understand the details and complexities of financial aid eligibility and the direct impact that documentation has on student aid eligibility and the university’s compliance with federal and state requirements. Responsible for directly impacting the delivery of all institutional, federal, state and private financial aid funds. Work directly impacts recruitment and retention of students.

Required to: 1) master technical processes (Banner, Optix, Microsoft Office, Scholarnet, Salesforce, etc.) 2) develop a complete understanding of all federal, state and institutional financial aid programs, regulations, policies and procedures, 3) provide excellent customer service and utilize problem solving skills, 4) understand systems and processes, identify possible improvements and implement improvements as appropriate. Must be able to build relationships and interact with a wide variety of people.


Student Recruitment/ Retention

Build and maintain relationships with prospective and continuing students (and parents) (2-year, 4-year and graduate); accurately counsel regarding financial aid processes, regulations and policies, financing options, billing procedures and charges by phone/email and on a walk-in basis. Ensure the day-to-day operations of the financial aid office including: electronically scheduling visits with staff, tracking incoming documents, scanning and indexing required documents to student’s imaging file accurately, sending outgoing mailings and managing the financial aid email inbox and ordering supplies.

Program/Project Management

Analyze financial aid data (FAFSA results) and use information to assist students and parents with application completion and provide support for financial aid awarding processes to ensure timely and accurate delivery of aid (federal, state and institutional) to students (prospective and continuing); utilize federal tax formation and other required variables to complete required federal verification processes and confirm accuracy of data.

Provide processing support for a variety of loan, scholarship and off-campus student employment programs

Duties include: accurate and timely data entry; analysis of eligibility for programs based on the student’s current financial aid file, individual loan and lender requirements, policies and eligibility requirements. Contact borrowers directly when needed. Perform daily processes to export and import loan applications and payment rosters of loan funds electronically to Banner for payment to student accounts using Scholarnet, Command Prompt, SSH Secure File Transfer and Banner. The volume of private loans processed is nearly $20,000,000 annually.

Process approximately 1100 outside scholarship checks for students annually totaling over $2,600,000.00

This includes data entry, tracking, and maintaining records and reconciling of scholarship deposits and payments from a clearing account. S/he manages St. Thomas matching scholarship fund programs, maintains the Scholarnet for Scholarship programs including approving scholarship requests and providing relevant data to outside scholarship providers and exporting and processing EFT files for disbursement. Responsible for compliance with the donors’ requirements for each scholarship. Process and review Cognos reports at drop/add and return scholarship funds, if necessary.

Facilitate the Off-Campus Federal Work Study Program with non-profit organizations (11-15 partners)

Manage solicitation of job descriptions and post positions on UST website. Screen applicants and determine eligibility to participate based on federal guidelines. Assist students with employment processes and assist non-profit partners with management of students and programs. Assist with the annual audit of this program and ensure compliance.

Data Analysis/Management

Assist with compliance with federal, state and institutional policies by reviewing and proactively responding to a variety of weekly reports. Review student records for inconsistencies on application documents and work with families to make sure data is in order and in compliance with regulatory standards.

Campus and External Collaboration

Actively serve on project and process teams throughout the enrollment division; financial aid communication, financial literacy, Banner decisions, etc. Participate in on campus recruitment events as needed. Collaborate with the Business Office, Registrar’s Office, Admissions Office, etc. Work with staff from external non-profit organizations to facilitate the receipt of scholarship funds for student’s Other duties as assigned.

Minimum Qualifications:

High School diploma or the equivalent
One (1) year of administrative experience
Preferred Qualifications:

Experience with financial aid, admissions, enrollment management or a related experience.


On the University of St. Thomas Jobs page, follow the instructions to complete an online application which includes uploading a resume and copy/pasting a job specific cover letter.

The University of St. Thomas, Minnesota Human Resources Department advertises the official job listing on its website at

The University of St. Thomas is an Equal Opportunity Employer

Please reference in your cover letter when
applying for or inquiring about this job announcement.

Contact Information

Please see the job description for contact details
pertaining to this university job announcement.


Refer this job to a friend or colleague!

New Search | Previous

Looking for a higher education job?