Administrative Assistant 1
Financial Aid and Scholarships
Number of Positions Available:
Type of Appointment:
If Temporary, Length of Appointment:
8:00 a.m.- 5:00 p.m.
Full-time Appointment Length:
Internal Applicants Only?
Summary of Position:
Knowledge of agency policies & procedures regarding area assigned*; office practices & procedures*; government structure & process*; public relations; budgeting; supervisory principles/techniques*; office management. Ability to gather, collate & classify information according to established methods; cooperate with co-workers on group projects; prepare & deliver speeches; write directives, memos & other publications; define problems, collect data, establish facts & draw valid conclusions; interview job applicants to determine work best suited for them; handle sensitive contacts with public & other work units.
- Completion of associate core coursework in business administration, management science or public administration.
- Or 12 months training or 12 months experience in areas cited above.
Date Position is Available:
Initial Application Review Date:
Documents that MUST be attached to complete the application process
Optional Applicant Documents:
Special Instructions to Applicants:
Applicants chosen for interviews will be required to bring official transcripts at the time of the interview.
- Non tested position
- Included in the YSU/ACE bargaining unit
- Promotional/transfer opportunity
Maintains data by computer keyboard (from authorizations for service, applications, computer reports) via mainframe or personal computer. Maintains data by typewriter, personal computer, or other manual mechanisms. Utilizes data verification and proofreading techniques to ensure accuracy and completeness of data entered; makes corrections and adjustments as required. Posts documents, billings, awards, and other transactions; codes and totals data and maintains entry logs. Generates reports and letters from input data. Gathers, sorts, alphabetizes, and maintains office files and duplicates and distributes material and output.
Pre-counsels students and provides direct assistance by telephone and in person; provides and clarifies information, responds to routine and complex inquiries related to Special Programs. Communicates financial aid options, deadlines, policies and procedures, eligibility requirements, etc. and refers students to counselor or other appropriate individual as necessary. Exercises discretion to clear student refusal codes, holds, etc., and/or release financial aid awards to Student Accounts and University Receivables' system after: 1) receiving and reviewing information or document from student; 2) ensuring student is enrolled; and 3) ensuring that no other holds apply. Resolves routine problems and refers non-routine problems to appropriate personnel or advises student to make appointment with counselor. Via mainframe, documents student contacts.
Provides preliminary contact with general public, answering miscellaneous questions regarding all aspects of financial aid via telephone and in person, takes messages, greets visitors. Assists with mainline telephone system and front counter area, when needed. Distributes forms, etc., regarding all aspects of financial aid including loans, grants, scholarships, and work-study, when needed. Determines eligibility for student services loan when needed. Obtains required information, checks on status of filed documents and enters pertinent information to enable counselors to finalize processing.Types inter-departmental memos and miscellaneous correspondence. Performs other related duties as assigned.
Analyzes financial aid warning and hold reports to determine appropriate financial aid adjustments for all special financial aid programs; recalculates aid and adjusts accordingly. Calculates refunds to funds according to refund policy; releases holds on students' accounts after completion of review/adjustment process; enters award notes into subsystem indicating unusual award circumstances. Communicates adjustments to Student Accounts and University Receivables ; answers student inquiries concerning recalculations. Analyzes Award Audit Reports for errors, over-awards, etc.; takes corrective action. Consults with donor contacts, Student Accounts and University Receivables, Bookstore, and students regarding changes. Monitors Bookstore student expenditure reports; assists students in obtaining additional funding when funding limits are exceeded; takes corrective action when necessary and
communicates actions to Student Accounts and University Receivables and Bookstore; explains action to students and/or agency counselors. Reviews fund expenditure reports for special programs; conducts detailed student account analysis to ensure accuracy of awards and expenditures prior to bill preparation. Researches and analyzes discrepancies in Student Accounts and University Receivables for student regarding over-awards, refunds or conflicting information; takes corrective action as necessary. Serves
as liaison for problem resolution between students and University personnel, rehabilitation/retraining counselors and Veterans' representatives. Prepares agency billing forms and reviews same to ensure they agree with analysis. Records and monitors incoming payments from agencies of special programs; contacts agencies when necessary and processes new bills if payment is past due. Serves as back-up for preparation of Student Accounts and University Receivables' check deposit, including coding for proper account distribution. Maintains student records for special programs; processes student specific paperwork.; ensures student files are properly reflected in document control system and award system, with timely follow-ups to facilitate all state, federal, and special program aid-related requests and notifications. Coordinates, awards, and monitors special aid funding, part-time Ohio grants, and miscellaneous scholarships; ensures proper funding allocations. Works with internal and external counselors/agencies to research problems and assist students in gaining additional funding.
Youngstown State University (YSU) offers about 100 undergraduate majors, more than 30 graduate programs, and doctorate programs in education...