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 required for leadership and service in a rapidly evolving world.
**Department: **
Student Financial Services
**Specific Job Title: **
Document Management Assistant
**Reports to : **
Diane Peck, Senior Associate Director
**Campus: **
Queens
**Job Summary : **
Under the general direction of 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 as part of the Student Financial Service team, work 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.
Monitor SFS General Call ACD line, respond to inquiries in a timely manner, and identify processing areas that need to be clarified in financial aid material and communications.
Assist with the monitoring of the SFS loan area ACD line, respond to inquiries in a timely manner, and identify processing areas that need to be clarified in loan material and communications.
Access Federal Financial Systems to identify and resolve FAFSA processing related issues and adhere to federal and state confidentiality regulations.
Review unmatched and miscellaneous documents received from Databank and appropriately identify and redirect documents in a timely manner.
Resolve issues with documentation that are missing SSN identifiers as notified by IT.
On a weekly basis, ensure all submitted documentation is assigned, files are updated on a timely basis, and files are ready for review.
On a monthly basis, run an outstanding documentation query and monitor student workers in sending request cards in order to ensure the timely submission of required documentation and disbursement of aid.
Review the Pell audit reports to identify students who have prior degrees, have SEOG paid but not Pell, Pell paid zero, or are members of religious orders 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.
Provide clerical support services to SFS as needed.
Assist with SFS mailings and call campaigns as needed.
Keep the Assistant Director and Associate Director abreast of any issues with document management that could impact the timely processing of financial aid applications and timely verification of files and/or funds.
Deliver seamless, effective customer service with a diverse population of students, staff, faculty, alumni and outside agencies.
Competencies:
This ideal candidate will be able to interpret, apply, and comply with federal, institutional, and private lender guidance and regulations in relation to all financial aid programs and must be adaptable to change.
The position requires:
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 indoor environment with moderate noise level and on occasion may need to work outside. The job is an on campus position but individual must be prepared to work remotely if needed and must have 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 is routinely required to sit, stand, and move about, to carry work, reach with hands and arms, communicate, 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 the ability to adjust focus and all day use of a computer.
Employee frequently exercises flexibility (ability to shift from one task to another). Employee routinely works within time constraints and maintains attentiveness intensity. Employee frequently involved in social interactions which require oral and written communications. Employee required to hear conversations in moderate noise environments.
**Position Type/Expected Hours of Work: **
This is a full-time position. Standard work days 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 required.
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 that are 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.
Required Skills
Required Experience
Key performance indicators will include:
Reduced number of reinstatement fee waivers (as customers given every chance to renew)