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Document Management Assistant
2 months ago
St. John’s, established in 1870, has three New York City campuses; international locations in Rome, Italy; Limerick, Ireland; and Paris, France; and study abroad locations around the world. The Princeton Review and other top rankings consistently recognize the University’s outstanding academics, diverse student body, dynamic internship, and volunteer opportunities, focus on student life, and diverse study abroad offerings. St. John’s University offers more than 100 undergraduate and graduate programs in its six colleges and schools, with a growing number of programs offered online. The University is accredited by the Middle States Commission on Higher Education and 12 other major academic and professional associations.
A dedication to diversity, equity and inclusion is at the heart of our mission. As a Catholic and Vincentian university, St. John’s is committed to institutionalizing practices of inclusive excellence to ensure that we welcome and celebrate the intrinsic worth of all members of our community. We will become an even stronger university as we enhance equity at every level of our institution. Our graduates will excel in the competencies and values needed for leadership and service in a rapidly evolving world.
Department
Student Financial Services
Specific Job Title
Document Management Assistant-Pell
Reports to
Diane Peck, Senior Associate Director
Campus
Queens
Job Summary
Under the general direction and reporting to the Senior Associate Director of Student Financial Services (SFS), the Document Management Assistant will assist in the processing of financial aid documents submitted to the office, work as part of the Student Financial Service team and closely with colleagues in the Customer Service Center, and provide guidance on financial aid programs and process to CSC representatives, students, and parents.
Essential Functions
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Log into SFS Teams group to support the Customer Service Center, respond to inquiries promptly, and identify processing areas that need clarification in financial aid material and communications.
- Access Federal Financial Systems to identify and resolve FAFSA processing and correction related issues and adhere to federal and state confidentiality regulations.
- Review the Banner suspense report weekly to identify and resolve duplicate and unmatched ISIR records, prepare and send out letters informing students of the steps they need to take to resolve their issue, and liaison with the Admissions Department to work to resolving issues.
- Review and request documentation needed to resolve students selected as C flags for veterans, selective service, etc., by the Federal Department of Education.
- Review the Pell audit reports to identify students who have prior degrees, have SEOG paid but not Pell, or Pell paid zero to ensure that they do not receive Pell in accordance with federal regulations.
- Responsible for a monthly audit review of the verification files to ensure the accuracy of the data and the timely disbursement of federal aid.
- Process Pell corrections brought in and reviewed weekly in accordance with federal regulations.
- Review and submit citizenship and non-citizenship documents to the Department of Homeland Security in accordance with federal regulations and mark the progress of these documents in Banner and process submitted documentation to the Department of Homeland Security through the SAVE system to ensure eligible students receive the aid to which they are entitled.
- Run and review a list of students whose FAFSA is unofficial and/or a list of students who have missing/incorrect social security numbers and send out letters informing them of the steps necessary to resolve their issue.
- Provide clerical support services to SFS as needed.
- Assist with SFS mailings and call campaigns as needed.
- Keeps the Sr. Associate Director and the Sr. Associate Director abreast of any issues with document management, ISIR processing, or Pell corrections that could affect the timely processing of financial aid applications and or funds.
- Responsible for delivering seamless, effective customer service to a diverse population of students, staff, faculty, alumni, and outside agencies.
Competencies
This ideal candidate must be able:
- to interpret, apply and comply with federal, institutional, and Private lender guidance and regulations in relation to all financial aid programs and adapt to change.
- to multitask, pay attention to detail, manage priorities, and meet deadlines in a fast-paced work environment.
- to respond to inquiries or complaints from students, staff, faculty and third parties and manage difficult and complex conversations with students and their families.
The position requires that the candidate access the Federal Student Aid system and maintain confidentiality.
Work Environment
This job operates in a professional office environment. This role routinely uses a computer, standard office equipment such as copiers, phones/voice mail, fax, scanner, printers, etc. This individual is routinely exposed to an indoor environment with moderate noise level and on occasion may need to work outside. The job is an on-campus position, but the individual must be prepared to work remotely if needed and must have their own access to Wi-Fi, laptop, and a cell phone.
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.
While performing the duties of this job, the employee must routinely sit, stand, and move about to carry work, reach with hands and arms, communicate, and hear. The employee must occasionally lift or move up to 25 lbs. Specific vision abilities required by the employee include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus and all-day use of a computer.
Employees frequently exercise flexibility (ability to shift from one task to another), routinely work within time constraints, maintain attentiveness intensity, be involved in social interactions which require oral and written communications, and are required to hear conversations in moderate noise environments.
Position Type/Expected Hours of Work
This is a full-time position. Standard workdays and hours are Monday through Thursday, 8:30 a.m. to 4:30 p.m. and Friday 8:30 a.m. to 3:00 p.m. Some late night and weekend work is needed.
Travel
This is an on-campus position and requires daily travel to campus.
Required Education and Experience
- A High School Diploma is required.
- Excellent interpersonal, oral, and written communication skills.
- Customer Service Experience.
- Experience with Microsoft Excel, Word, and PowerPoint.
Preferred Education and Experience
- 1 to 2 years of work experience.
- Experience using Ellucian –Banner.
Other Duties
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.
In compliance with NYC’s Pay Transparency Act, the annual salary for this position is $41,000. St. John’s University considers factors such as (but not limited to) scope and responsibilities of the position, candidate’s work experience, education/training, key skills, internal peer equity, as well as market and organizational considerations when extending an offer.
This position may be relocated to any of St. John’s University’s physical locations at any time.
St. John’s offers a competitive compensation program which is commensurate with your qualifications, experience, and contingent upon the departmental budget. We also offer an extremely comprehensive benefits program to meet the diverse needs of our workforce. Along with exceptional benefits such as medical, dental, life insurance, long term disability insurance, tuition remission, generous 403(b) employer contribution, employee assistance program, and liberal paid time off policies, faculty and staff can also enjoy St. John’s performing arts, libraries, bookstores, dining facilities, campus recreation and sporting events
Any offer of employment is subject to receipt by St. John’s University of satisfactory references, verification of employment and education.
St. John’s University is an Equal Opportunity Employer and encourages applications from women and minorities. All qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, status as an individual with a disability, protected veteran status, or any other characteristic protected by law.
