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St. Lawrence University Senior Clerk, Admissions Operations and Financial Aid Support in Canton, New York

Position Title Senior Clerk, Admissions Operations and Financial Aid Support

FLSA Non-Exempt

Primary Responsibilities

This position serves as the primary clerical staff member for international applicants between May and November and back-up to other operations staff. As Admissions and Financial Aid operates on annual cycles, this position requires a different focus, depending on the time of year. Between December and April the primary responsibility would be serving as a clerical staff member in the Financial Aid Office. The secondary responsibilities during these months would be serving as a backup for domestic and international application processing, front desk support, and mailing coordinator.

In order to be successful in this position, the incumbent must be extremely organized, detail-oriented, and committed to continually improving. The incumbent must also have good judgment, knowing when to ask clarifying questions. The position involves some overtime work.

This person serves under the general supervision of the Director of Admissions Information Systems, the Executive Director of International Admissions, and the Executive Director of Financial Aid. Hours are 8:00 a.m. – 4:30 p.m.

Admissions Duties and Responsibilities:

  1. International Operations Support: Under the direction of the Executive Director of International Admissions, learn and implement accurately every aspect of assembling, recording, filing, and processing international student applications for admission from inquiries through decisions and deposits.

  2. Appointment Secretary: serves as back-up to the front desk receptionist. Perform all duties associated with the scheduling and implementing of campus visits for prospective students and their families as well as for other visitors as needed. Interact professionally and warmly with callers as they schedule visits coaxing relevant information from them as needed. Communicate efficiently and kindly with campus community members in order to set up appointments for visitors with representatives of various departments. Complete accurately all clerical tasks associated with the arrival of guests to campus including but not limited to data entry, mail merge, letter production, and scheduling of appointments with other individuals on campus. Warmly greet visitors and do all within one’s power to make our guests’ visits as positive as possible.

  3. Mailing Coordination: Serves as one of the two mailing coordinators in the office, taking full responsibility in the other coordinator’s absence or when the other coordinator is otherwise occupied. Retrieve computer downloads, merge files, print letters, postcards, and envelopes, coordinate stuffing, overseeing student assistants, and ensure mailings are completed accurately, efficiently, and in a timely manner.

  4. Laurentians Admissions Associate ( LAA ) Operations Support: Coordinate coverage of college fairs by LAA volunteers. Help manage requests for alumni interviews, pair each student with an alum, ensure the alumni volunteer’s availability and willingness, send appropriate paperwork, and perform follow up to ensure that interviews are completed. Identify regions which need additional alumni support. Work with other offices to identify good prospects and then invite these alumni to join the program.

  5. Telephone Receptionist: Serves as the second receptionist, taking on primary responsibility if the first receptionist is absent or on break. Respond to three external incoming lines courteously, accurately and efficiently. When serving as phone receptionist in the absence of primary receptionist, responsible for processing incoming mail.

  6. Counselor Mailing: This person will work closely with admissions counselors and the alumni volunteer program coordinator to create a mailing schedule for letters, postcards, and e-mail notifications that are sent prior to high school visits and college fairs. This person must be proficient in working with the Federal Express website and maintain a good relationship with representatives of the U.S. Postal Service.

  7. Admissions Events: Serve as support staff for the Admissions Events Coordinator as needed or when the primary support person is unavailable. This work could entail, corresponding with prospective students and parents, coaches, and faculty, sending confirmations, and working closely with the events coordinator.

  8. Exercise good judgment and demonstrate flexibility in prioritizing day to day, hour to hour responsibilities.

  9. Enter data at computer terminal for long periods of time. Must maintain extremely high levels of accuracy and quality control in a busy, often noisy, work environment.

  10. Process international prospective students accurately and in a timely manner.

  11. Perform other duties as assigned.

  12. Ability to learn Technolutions Slate system.

    Financial Aid Duties and Responsibilities:

  13. In addition to the duties above

  14. Maintain student financial aid files in paper format as needed.

  15. Provide back-up support in the absence of the Chief Clerk position, including Federal PLUS and alternative loan certifications.

  16. Possess a comprehensive understanding of the student employment process to assist the Associate Director with processing student employment paperwork, including data entry as needed.

  17. Collect and process (appropriately reviewing various forms of identification) I-9/W4 forms required for student payroll.

  18. Assist prospective/new students with aid application process including follow-up.

  19. Perform preliminary verification including review and reconciliation of rejected FAFSA elements and conflicting data issues.

  20. Perform preliminary packaging assistance as needed.

  21. Assist with financial aid data entry/packaging approval step for quality control.

  22. Assist with assigned tasks associated with Colleague financial aid platform and related admissions platform (Slate) as needed. This may include software/patch testing.

  23. Keep current on financial aid regulations and policies related to assigned tasks.

  24. Work overtime as required during special project and peak processing time of the financial aid cycle.

  25. Ability to learn Ellucian’s Colleague systems.

    Minimum Qualifications

High school diploma (or equivalent) required; The successful candidate must possess excellent judgment and decision making abilities and have excellent time management skills to implement large volumes of work simultaneously and by the required deadlines. Data entry experience preferred. Excellent organizational skills; strong communication skills and the ability to manage multiple tasks with an ability to prioritize are required. Ability to work independently and as a team member is required. Individual must be able to accomplish tasks quickly and must be able to handle stressful situations well, including working in a busy, often noisy, office setting. This person must also be able to manage multiple tasks simultaneously and switch tasks on short notice. Proficiency with Microsoft Office Suite (particularly Word, Excel, and Access) is required. Demonstrated ability to learn and adopt relevant new technologies quickly and thoroughly is strongly preferred.

Preferred Qualifications

Associate’s degree in related field or a minimum of three years of experience in a high volume, fast-paced office environment required.

Status (FT, PT, Seasonal, Temp) Full-time (12 months)

Posting Number ST00773

Desired Start Date

Open Date (to accept applications)

Close Date (date applications will not be considered)

Open Until Filled Yes

Special Instructions to Applicant

Please complete the online application form and include contact information for at least three professional references.

All offers of employment are contingent upon successful completion of a background (including criminal records) check.

Supplemental Questions

Required fields are indicated with an asterisk (*).

Applicant Documents

Required Documents

  • Resume

  • Cover Letter/Letter of Application

    Optional Documents