Status: Non-Exempt

Department: Student Administrative Services

Reports to: Director of Student Administrative Services

Purpose: As a member of the Student Administrative Services and Conlan Center team in the Finance Division, the Student Administrative Services Representative provides front line service for in-person and telephone requests for financial aid, billing, registration, and payment information. The Representative has primary responsibility for providing and collecting a variety of forms, materials, and information for the Conlan Center and other offices on campus as needed.

Duties:

  • Provides front line services directly to students and parents
  • Handles requests for information/assistance regarding registration, financial aid, billing, payments and Registrar Office front counter record requests
  • Assists students and families in seeing how they can afford the Mount
  • Collects and distributes a wide variety of forms, materials, and publications
  • Processes Registration/Consortium Registration and Drop/Adds
  • Trains and assists students and others in the use of Web-based registration and other Web-based information tools
  • Cashiering: receives and processes cash, checks, and credit cards for student payments with a high degree of accuracy
  • Processes government assistance forms
  • Authorizes bookstore charges
  • Calculates amounts due, refunds available etc. with a high degree of accuracy
  • Distributes refund checks
  • Calls “no shows,” and students in cancelled courses and classes
  • Provides and collects degree applications, transcript requests, and other items for the Registrar’s Office
  • Shares/supplies all pertinent counter and telephone information
  • Keeps informed on processing schedules in the Center and Registrar’s Office
  • Maintains voice mail messages and bulletin boards
  • Stays aware of other activities on campus
  • Understands what services are provided by other offices on campus and directs questions to other areas when appropriate
  • Works with other SAS Representatives to maintain appropriate staff rotation schedule
  • Committee assignments
  • Contributes to team effort by welcoming new and different work requirements; exploring new opportunities to enhance the services of the department; helping others accomplish related job results as and where needed.

Primary Contacts: Students and parents, Student Administrative Services staff, Registrar’s Office staff, students and parents, and other members of the Enrollment Management Division and the campus community

Supervision Exercised: None

Supervision Received: Works toward a previously defined objective with little supervision and uses a wide range of procedures; plans and arranges own work referring unusual cases to the Director of Student Administrative Services.

Qualifications

Education: Associate Degree Preferred

Experience: Prior experience with significant customer service required; (experience in a financial aid office preferred); experience with computerized academic/financial records and on-line systems (CARS preferred) PC software experience (Microsoft Office preferred).

Specialized Training: Any combination of education, experience, or training that provides the required knowledge, skills and abilities

Skills, Attributes

Customer Service:

  • Exhibit a “student/customer first” orientation in providing exceptional service in all responsibilities and interactions demonstrating versatility in handling people and situations
  • Adapt willingly and quickly to changing priorities, responsibilities, and customer needs and expectations; anticipate and identify department and other customer needs
  • Available to rotate through multiple time frames of service operations
  • Demonstrate an enthusiastic approach to duties and a commitment to liberal arts education

Teamwork:

  • Collaborate well with others and help make office staff a cohesive group
  • Communicate, cooperate and collaborate with others to achieve common office or College goals
  • Willingly assist in various responsibilities as appropriate within the Student Administrative Services, the Conlan Center, and the Enrollment Management Division as required during high service demand times

Communication:

  • Develop and nurture an effective, productive and respectful rapport and working relationship with customers and co-workers, maintaining appropriate level of professionalism
  • Demonstrate strong interpersonal, public speaking, and organizational skills, a sense of humor, flexibility, and creativity
  • Demonstrate strong written, telephone, and electronic (email and internet) communication skills
  • Communicate information clearly and concisely and listen well to others

Accuracy: Maintain a high level of accuracy, consistently reviewing work to detect errors, oversights or omissions

Initiative:

  • Take immediate and independent action when necessary assuming initiative for creative problem solving
  • Demonstrate creativity and high energy
  • Accomplish tasks with follow through to completion

Technical: Must possess aptitude for technological development and its implications for appropriate automation of office; proficient in Microsoft Office

Work Environment, Physical Demands: Standing or sitting in one position for long periods; computer data input; multiple concurrent tasks with constant service interruptions; extensive customer contact; strict confidentiality; detailed work.

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To apply, please send cover letter, resume, and contact information with three professional references via e-mail to Kathryn.Kelly@msj.edu.

Please include "Attn: Student Administrative Services Representative" in your subject line. A review of resumes will begin immediately and continue until the position is filled.

Please review the University's Non-Discrimination Policy.

Mount St. Joseph University is an Equal Opportunity Employer