Working Hours:

Working hours for this position consist of 37.5 hours per week, Monday through Friday between the hours of 8:00 a.m. and 8:00 p.m. These hours are to be agreed upon between the supervisor and employee at the onset of employment. 

Note: This position requires working one evening per week and one Saturday per semester at an enrollment event.  Position may require additional evening and weekend work on occasion with the employee having the option to working this time in addition to or in lieu of regular hours.

Summary:

This role supports both the Registrar’s Office and the Financial Aid Office by performing a variety of administrative, technical, and customer service functions. The position provides flexible support based on staffing needs, student demand, and institutional priorities. The position is designed to provide flexible administrative and technical support across both the Financial Aid and Registrar’s Offices. The role includes front-line student service, processing responsibilities, and cross-training in multiple systems and procedures. Key responsibilities include assisting with registration, graduation processing, enrollment certification, and providing backup support for financial aid file processing and state/federal program maintenance. The position also provides support in responding to student inquiries through shared office email accounts and assists with FAFSA form completion in the Financial Aid Lab during peak periods. This position requires hands-on experience with integrated student information systems and financial aid platforms, and is designed for individuals with demonstrated ability to work collaboratively across academic records and financial aid functions.

Essential Duties and Responsibilities:

Financial Aid Responsibilities

1. Provide front-desk and counter coverage for the Financial Aid Office, answering student questions, distributing forms, and directing inquiries appropriately.
2. Assist with processing tasks related to federal and state grant programs, including data entry, verification, file maintenance, and award adjustments.
3. Support administration of special aid programs (e.g., scholarships, waivers, campus-based aid) under the supervision of financial aid administrators.
4. Assist students in the FAFSA Peer Lab with completing financial aid forms, including FAFSA, PA State Grant applications, and institutional requests for documentation.
5. Monitor and respond to inquiries in the Financial Aid Office email inbox, ensuring timely communication and proper documentation.
6. Help organize and process incoming and outgoing financial aid mail.
7. Assist with outreach to students who have unpaid balances, including email and phone communication to help connect them with payment or financial aid solutions.

Registrar Responsibilities

1. Provide student service support for registration, course changes, and transcript requests at the Registrar counter as needed.
2. Assist with enrollment certification, graduation processing, and degree audits under the supervision of the Registrar or Associate Registrar.
3. Perform data entry and updates in the student information system related to academic records and registration.
4. Monitor and respond to inquiries in the Registrar’s Office email inbox and assist with mail distribution and tracking of outgoing transcripts and letters.
5. Support processing of student forms and documentation, including name changes, FERPA requests, and enrollment verifications.

Cross-Functional Support

Rotate coverage between Financial Aid and Registrar offices based on staffing needs, high-volume periods, and student traffic.

1. Maintain strict confidentiality of student records in accordance with FERPA and institutional policy.
2. Demonstrate professionalism, accuracy, and strong attention to detail in all interactions with students and staff.
3. Participate in training, meetings, and professional development activities related to both financial aid and registrar functions.

Supervisory Responsibilities:                              

This job has no supervisory responsibilities.

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and Experience:

Required:

1. Associate’s Degree
2. Minimum of two years of recent experience working in a college-level financial aid or registrar’s office processing student records/academic credentials, reconciliation of accounts and handling federal and state grant data
3. Experience using Colleague or similar student information systems, as well as federal and state (PHEAA) financial aid platforms

Preferred:

1. Bilingual: English / Spanish
2. Completion of the PASFAA training course is preferred as well as training and extensive use of the Department of Education COD and CPS financial management system and National Student Clearinghouse

Knowledge, Skills and Abilities:

• Demonstrated ability to manage high-volume student email communication and provide consistent, accurate information to students regarding both financial aid and academic records
• Outstanding organizational skills.
• Ability to establish and maintain positive relationships with a diverse student population.
• Ability to work independently with great attention to detail.
• Excellent communication and public speaking skills.
• Excellent one to one and group presentation skills.
• Ability to work well with people.                                                 

Communication Skills: 

Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations.  Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of students, faculty, staff, outside groups and the general public.

Mathematical Skills:

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent. Ability to analyze statistical data.

Reasoning Ability:

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Computer Skills: 

To perform this job successfully, an individual should have the ability to use Internet software; Spreadsheet software and Word Processing software. Must be able to format and prepare professional documents.

Certificates, Licenses, Registrations:

None required.

Physical Demands: 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this Job, the employee is regularly required to sit and talk or hear. The employee is occasionally required to stand; walk; use hands to finger, handle, or feel and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision and ability to adjust focus.

Work Environment: 

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.

FOR ANNUAL SECURITY AND CRIME STATISTICS REPORTS: https://www.racc.edu/about-racc/clery