Financial Aid Assistant

Vacancy Notice: Friday, April 23, 2021
Application Deadline: Friday, May 7, 2021 by 4:00 PM CST
Position Type: Classified
Hours: Full Time
Department: Financial Aid
Reports To: Director of Financial Aid

Job Summary

This position is responsible for providing excellent customer service, maintaining students and office employee’s confidence and provides administrative office supervision and support for a variety of special projects, committees, functions, and activities.

Customer Service and Advising

Responsibilities and duties may include, but are not limited to, the following:

  • Welcomes and counsels students, parents prospective students, and the general public via any mode of communication necessary: person, phone, email, text, chat, virtually, etc. and aids them with the completion of any financial aid form requested and provides information on scholarship and loan options, alternative financing and debt management.

  • Accesses appropriate federal, state and institutional systems to research students’ individual needs and eligibility.

  • Ability to be cross-trained to assist in answering other Student Support Services questions as needed.

  • Makes sure all documents are marked as received and entered onto the computer, i.e. the date entry of incoming documents, and File Director Scanning system.

  • Performs confidential administrative support and front counter duties, which include typing, filing, answering telephones, scheduling appointments and assisting staff and administrator in preparing for meetings.

Maintenance of Departmental Records, and Office Supply Needs and Inventory

Responsibilities and duties may include, but are not limited to, the following:

  • Works closely with the Director to maintain departmental employee records involving high degree of responsibility and confidentiality.

  • Maintains office calendar, and over-time and leave records of staff in coordination with Director; as well as the staff directory information.

  • Orders, organizes and keeps an inventory of office supplies, as well as organization of file storage in the basement, file room and scanning system.

  • Creates necessary forms, letters and documents needed by the financial aid office; and processes all orders for printing and maintenance requests.

Other Administrative Assistant Duties

Responsibilities and duties may include, but are not limited to, the following:

  • Update financial aid information in Hawkeye website, Hawkeye Happenings, ComLink, bulletin board/tv, and other distribution sources.

  • Completes and mails all student requests for student financial aid award and expense information.

  • Maintains and updates exit loan counseling materials and information for students.

  • Ensures that the voicemail message on the main phone line and email accounts are operational and have current information.

  • Assists with monitoring financial aid consumer information.

  • Perform as needed the upload process through mainframe, Colleague (Ellucian) from the Department of Education.

  • Assist the Financial Aid Systems Manager with upload of federal student files, and federal work study payroll paperwork and monthly reconciliation.

  • Assists with the training of student employees as needed by the Financial Aid Office.

  • Assists with developing and writing office procedures in coordination with the Director.

  • Attends appropriate state, federal and institutional training sessions off-campus and virtually throughout the year.

  • All other tasks as assigned.


  • Associates Degree in a related field and two years of office/clerical experience OR equivalent combination of education and work experience to equal at least four years.

  • Strong ability to communicate effectively, clearly and concisely, both orally and in writing, in one-on-one with students and parents via different communication platforms.

  • Excellent human relations and customer service skills.

  • Demonstrated experience in all Microsoft and Google Suites.

  • Minimum typing speed of 40 net words per minute.

  • Demonstrated ability to work with and provide customer service for diverse populations.

  • Strong organizational skills and the ability to demonstrate logical analytical thought in problem solving and organization.

  • Demonstrated ability to learn a variety of computerized office systems to scan and maintain financial aid student files and manage the office needs (order supplies, assist with budget reconciliation, submit maintenance requests, etc.).

  • Demonstrated ability to work in an environment that can often be fast paced and work effectively handling multiple priorities, and challenging situations.

  • Working knowledge of the Family Educational Rights and Privacy Act (FERPA) and Health Insurance Portability and Accountability Act (HIPAA).

  • Ability to work occasional evenings (including varied schedule at key times in the year).


  • Preference given to those with working knowledge of financial aid terminology and accounting procedures

Employment Status

Full time position opening with a comprehensive benefits program including health, dental, life, and LTD insurance; a Section 125 plan for medical and dependent care expense; holiday, personal, sick, and vacation leave; and a choice of retirement programs--IPERS (defined benefit) or TIAA (defined contribution). Salary/Wages will be commensurate with the applicant’s education and experience.

Application Procedure

To be considered for this position, a resume, references and cover letter must be included with your application. The cover letter should briefly address the following:

  • Describe your work experience with customer service and administrative duties.

  • List software you competently use and the types of professional documents you have produced (e.g., spreadsheets, PowerPoint, database).

  • Describe your work experience related to handling confidential information.

  • Describe any previous responsibilities you have had in meeting deadlines, developing and scheduling multiple projects, and organizing your work.

  • Describe your knowledge of and/or experience with financial aid with emphasis on customer service.

Official transcripts may be requested upon hire.

All application materials must be submitted by Friday, May 7, 2021 by 4:00 PM CST.

Hawkeye Community College is an equal opportunity and affirmative action employer, committed to equity and diversity in its educational services and employment practices: The College does not discriminate on the basis of sex; race; age; color; creed; national origin; religion; disability; sexual orientation; gender identity; genetic information; or actual or potential parental, family, or marital status in its programs, activities, or employment practices. Veteran status is also included to the extent covered by law. Any person alleging a violation of equity regulations shall have the right to file a formal complaint. Inquiries concerning application of this statement should be addressed to: Equity Coordinator and Title IX Coordinator for employees, 319-296-4405; or Title IX Coordinator for students, 319-296-4448; Hawkeye Community College, 1501 East Orange Road, P.O. Box 8015, Waterloo, Iowa 50704-8015; or email, or the Director of the Office for Civil Rights, U.S. Department of Education, Citigroup Center, 500 W. Madison, Suite 1475, Chicago, IL 60661, phone number 312-730-1560, fax 312-730-1576, email:

If any applicant is in need of a reasonable accommodation in completing the application process, please notify a member of Human Resource Services.

Human Resource Services

Hawkeye Center 101
Jobs Line: 319-296-2329 ext.5000‚Äč
Email Human Resource Services

If you are in need of any special accommodation in completing the application process, please notify a member of Human Resource Services.

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