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Financial Aid Associate
2 weeks ago
Position Title:
Financial Aid Associate
Job Category:
University Staff
Employment Type:
Regular
Job Profile:
Administrative Assistant III
Job Duties:
Under general supervision, this position advises students and parents in completing financial aid forms, in explaining the various student loan types, and in filing appeals. Serves in a triage role in determining if a student needs to speak with a counselor and, if so, which counselor can best meet their needs or if another office could serve them better. Explains complex financial aid procedures and regulations to both students and their parents.
Has primary responsibility for the coordination of administrative functions related to the Job Location Development program (a program linking external employers and students seeking employment).
Assists with training and supervision all student employees who work at the front desk/reception area.
The position has responsibility for outreach efforts to current and former students.
They also may assist with management of our outside scholarship database.
General working hours are Monday thru Friday 7:45am to 4:30pm.
The Division of Academic Affairs encompasses a wide array of activities and functions that ensure the overall academic quality of the institution. This includes providing administrative oversight and academic leadership for: the College of Business Administration; the College of Arts, Social Sciences, and Humanities,; the College of Science and Health; the School of Education; Murphy Library; Admissions; Records and Registration; Financial Aid; Career Services; Academic Advising; University Graduate Studies; Continuing Education and Extension; the Office of Research and Sponsored Programs; the Office of Undergraduate Research and Creativity; the Center for Advancing Teaching and Learning; Institutional Research; and International Education & Engagement. Academic Affairs also provides leadership and support to the nearly four hundred full-time faculty and instructional academic staff, 73 percent of whom hold terminal degrees. Through its various functions, the Division of Academic Affairs supports students in the pursuit of excellence in undergraduate and graduate education as well as scholarly activity.
UW-La Crosse does not offer H-1B or other work authorization visa sponsorship for this position. Candidates must be legally authorized to work in the United States at the time of hire and maintain work authorization throughout the employment term. If you have questions regarding this, please contact Human Resources at 608-785-8013.
The review of applications starts on January 20, 2026. Applications received on or before January 20th are prioritized and review will continue until the position(s) is/are filled. Initial interviews will be conducted virtually, with shortlisted candidates invited to campus.
Key Job Responsibilities:
Manage Financial Aid Office Student Employees.
- Maintain Financial Aid Office TV, brochure racks, front desk area.
- Assist other Financial Aid Office staff members with projects and work assignments as necessary for effective overall financial aid program efficiency and office operations.
- Other duties as assigned.
- Assist with all administrative functions related to the (electronic) campus part time job board Handshake.
- Respond to telephone calls and emails from student, off campus employers, and on campus departments requesting information about or assistance with the part time job board.
- Place follow up calls or send emails to employers, both on and off campus, to gather information needed to closeout jobs, repost, or post new opportunities via the website.
- Maintain records on a monthly and yearly basis by completing necessary forms and end of year report.
- Maintain lists of students interested in temporary work (child care, lawn care, snow shoveling, odd jobs). Verify enrollment status and send out listings, as requested, to potential employers.
- Coordinate promotional activities related to the online part time job board as it relates to the development of additional part time job opportunities for UWL students.
- Serve in a 'triage' role, by independently advising students, parents, campus departments and the general public concerning financial aid procedures, providing technical explanations, or referring constituents to the appropriate financial aid counselor.
- Explain options and alternatives and answer both general and detailed questions.
- Interpret and relay information from a variety of platforms, including Peoplesoft Student Information System, Image Now electronic document system and various US Dept of Education databases.
- Review information in the student information system to respond to general and detailed questions such as, determining current application status, supporting documentation requirements, and communicate that information to the applicant.
- Advise students when prerequisites must be resolved through other campus departments such as Records and Registration, Cashier's, Admissions, etc. Refer students to outside agencies, such as loan servicers, US Dept of Education, etc. when appropriate.
- Provide information on how to apply for financial aid, indicating requirements for undergraduate and graduate students (new freshmen, transfers, and re-entrants). Assist students and parents in completing financial aid forms (including Federal verification forms, institutional application, etc.)
- Coordinate the processing of incoming mail including email and mail correspondence -date stamp, check student application status, for appropriate processing and prepare documents for student imaging staff.
- Verify all financial aid checklist items; compare items requested to imaged documents checking for accuracy.
- Reach out to students who have outstanding checklist items, unaccepted aid, and outstanding balances.
- Provide other outreach using the office outreach calendar.
- Assist with loan default prevention efforts for former students.
- Assist with management and updating of office website.
Financial Aid
Compensation:
$17.67/hour ($18.00/hour effective 12/28/25)
Required Qualifications:
- High school diploma or equivalent.
- Knowledge and experience in the use of e-mail (i.e. Outlook, Office 365, etc.) functions including electronic calendaring.
- Effective oral and written communication skills.
- Excellent organizational and time management skills.
- Ability to coordinate projects, multitask, and work independently, as well as independently set priorities to meet the demands of the position.
- Possess an attention to details and timelines/due dates despite frequent interruptions.
- Ability to meet and work effectively with students, parents, and people across multiple levels of the organization.
- Ability to use discretion and good judgment regarding confidential information.
- Ability and willingness to maintain and enhance professional competencies by participating in professional development workshops, seminars, and training sessions.
- Ability to plan, assign, and supervise the work of others (student supervision).
- Functional expertise with PeopleSoft Student Information.
- Knowledge of the Financial Aid programs, processes, regulations, etc.
- Experience working in a highly regulated environment.
Required application documents:
Cover letter (that addresses the required and preferred qualifications)
CV / Resume
Contact Information:
Christina Hayes chayes@uwlax.edu
Special Notes:
Application deadlines
TO ENSURE CONSIDERATION: Priority consideration is given to those candidates who apply by the listed 'First Review Date'. Applications received after that date may be considered at the discretion of the search committee. Application materials will be evaluated, and the most qualified applicants will be invited to participate in the next step of the selection process. Incomplete and/or late application materials may not receive consideration. If you have questions regarding this recruitment, or if you are not able to complete the application online due to a disability or system problem, please contact the Office of Human Resources.
Confidentiality of Applicant Materials
UWL is a state agency and subject to Wisconsin's Open Records Law. UWL will not, however, reveal the identities of applicants who request confidentiality in writing except as may be required by Wisconsin's Open Records law. In certain circumstances, the identities of "final candidates" and/or the identity of the appointed applicant must be revealed upon request.
CBC & Reference Check Policy
All candidates for employment are subject to a pre-employment screening which includes a criminal background check, work authorization, and verification of education. It will also require you and your references to answer questions regarding sexual violence and sexual harassment.
Annual Security and Fire Safety Report (Clery Act)
For the UWL Annual Security and Fire Safety Reports (i.e., Clery Report), which includes statistics about reported crimes and information about campus security policies, see http://www.uwlax.edu/student-life/student-resources/annual-security-report/ or contact the University Police Department at 608.785.9000.
INFORMATION ABOUT YOUR BENEFITS
Your benefits add an additional 40%+ to the overall financial package from the university.
Highlights include:
- Paid vacation for 12-month positions.
- Excellent flexible health insurance with low co-pays and good coverage.
- Paid holidays and paid sick days.
- After 5 years of employment, you become vested in our retirement system which ensures income post-career.
- Benefits at UWL are highly competitive with local industry and some of the strongest in state and nation.
Benefit eligibility is determined at the point of hire. This information is provided for illustrative purposes only. Benefits are also pro-rated based on the appointment percentage.
UW is an Equal Opportunity Employer
Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, pregnancy, disability, status as a protected veteran, or any other bases protected by applicable federal or State law and UW System policies. We are committed to building a workforce that represents a variety of backgrounds, perspectives, and skills, and encourage all qualified individuals to apply.
