Administrative Assistant - Office of Financial Aid

Position Overview

At Carroll University, our commitment to social justice and diversity is at the core of our mission. We are seeking an Administrative Assistant for the Office of Financial Aid who will provide exceptional administrative support and coordinate communications to ensure a smooth financial aid process for students and parents. Located at 100 N East Ave, Waukesha, WI, this role is vital in maintaining effective office operations and supporting our inclusive community.

Key Responsibilities

• Provide exceptional assistance to students and parents in person, by phone, and via email with timely, accurate, and friendly communication.
• Oversee the communication and coordination of financial aid processes, including managing emails, letters regarding missing documents, and preparing/distributing awards and notifications.
• Manage and process external scholarship awards by verifying eligibility and coordinating with relevant departments to apply funds accurately.
• Efficiently manage the receipt, sorting, and distribution of daily incoming and outgoing mail to ensure seamless office operations.
• Oversee the production and coordination of office publications and forms to maintain accuracy and consistency.
• Proactively monitor inventory levels and manage the procurement of office supplies, ensuring continuous operational efficiency.
• Adapt to evolving departmental needs by taking on additional responsibilities, demonstrating flexibility and commitment to team success.

Required Qualifications

• High school diploma/GED required; bachelor's degree preferred.
• Knowledge of financial aid forms and programs is preferred.
• Proficiency with Microsoft Office Suite and the ability to use University software to maintain student financial aid records.
• Excellent oral and written communication skills with strong analytical, critical thinking, and organizational abilities.
• Ability to work effectively and professionally with diverse groups, building strong relationships through a consultative, collaborative approach.
• Demonstrated ability to work independently, prioritize tasks in a fast-paced environment, and maintain confidentiality.
• Willingness to work evenings and weekends as needed and a commitment to advancing the University’s mission.