Staff Assistant

College level job summary addendum.

Pay Range

The Staff Assistant supports the daily operations of the Financial Aid Office by assisting students with understanding, applying for, and maintaining eligibility for financial aid. This role provides personalized counseling on federal, state, institutional, and private aid programs, and ensures accurate processing of required documentation. The Staff Assistant serves as a primary point of contact for students and families, contributing to a student-focused, service-oriented environment. This position works collaboratively with the Assistant Director of Financial Aid and other campus departments to promote access, compliance, and student success.

PRIMARY RESPONSIBILITIES

Financial Aid Counseling & Student Support

•             Provides one-on-one and group counseling to students and families regarding financial aid options, application steps, eligibility requirements, budgeting, and financial literacy.

•             Assists students in completing the FAFSA, verification documentation, and appeals.

•             Offers guidance regarding loan entrance counseling, exit counseling, and responsible borrowing.

•             Responds to inquiries via email, phone, and in person in a timely and professional manner.

•             Helps maintain communication flow, including reminders, outreach campaigns, and award notifications.

Financial Aid Processing

•             Reviews student records to determine financial aid eligibility.

•             Collaborates with Admissions, Registrar, and Business Office to ensure accurate enrollment, billing, and aid adjustments.

•             Monitors missing documents, conflicting information, and incomplete applications.

•             Assists with packaging and revising aid awards according to institutional policy.

Federal, State & Institutional Aid Support

•             Supports the administration of Pell Grants, Direct Loans, Federal Work-Study, FSEOG, state aid, and institutional programs.

•             Supports compliance with Title IV regulations and institutional procedures.

•             Assists with reconciliation activities by collecting data, reviewing student accounts, and troubleshooting discrepancies.

•             Certifies enrollment for NCNBS (North Carolina Need-Based Scholarship).

Scholarship Support

•             Provides support in maintaining accurate scholarship records and documentation.

Operational & Administrative Duties

•             Maintains accurate electronic and paper records for audits, compliance, and reporting.

•             Participates in outreach events such as orientations, financial literacy workshops, and departmental presentations.

•             Provides backup support to the Assistant Director during peak periods.

•             Uses financial aid software, student information systems, federal portals, and internal recordkeeping tools.

ESSENTIAL FUNCTIONS

•             Promotes the College’s mission and core values through professional behavior and effective communication.

•             Maintains accessibility to students through consistent office hours and timely responses.

•             Always protects confidentiality of student information.

•             Participates in staff meetings, training, student events, and committee work as assigned.

•             Contributes to policy and procedure updates and adheres to all regulatory requirements.

•             Demonstrates accountability, reliability, and high ethical standards in all areas of work.

•             Projects professionalism through dress, conduct, and interactions with colleagues, students, and the community.

•             Performs additional duties assigned to support the department.

MINIMUM QUALIFICATIONS

•             Associate’s degree or equivalent professional experience

•             1–3 years of experience in financial aid, student services, higher education, customer service, or related roles preferred

•             Working knowledge of financial aid regulations or willingness to learn.

•             Strong interpersonal, communication, and analytical skills.

•             Proficiency with computer systems and the ability to learn new platforms quickly.

PREFERRED QUALIFICATIONS

•             Experience working in financial aid, student accounts, or admissions.

•             Familiarity with FAFSA processing, verification, and Direct Loan programs.

•             Experience with financial aid management systems (Jenzabar FA, Banner, NSLDS, COD).

•             Background working with adult learners or health sciences programs.

PHYSICAL REQUIREMENTS

•             Primarily office-based work with prolonged sitting at a desk.

•             Occasional walking, standing, bending, and lifting to 25 lbs. for files or materials.

•             Must follow all workplace safety guidelines.

ACCESS TO PROTECTED INFORMATION

•             Handles FERPA-protected student information on a need-to-know basis.

•             Accesses electronic and written financial aid files using secure login credentials.

REPORTING RELATIONSHIPS

•             Reports to: Assistant Director of Financial Aid

•             Supervises: None

Our Commitment to You:

Advocate Health offers a comprehensive suite of Total Rewards: benefits and well-being programs, competitive compensation, generous retirement offerings, programs that invest in your career development and so much more – so you can live fully at and away from work, including:

Compensation

• Base compensation listed within the listed pay range based on factors such as qualifications, skills, relevant experience, and/or training
• Premium pay such as shift, on call, and more based on a teammate's job
• Incentive pay for select positions
• Opportunity for annual increases based on performance

Benefits and more

• Paid Time Off programs
• Health and welfare benefits such as medical, dental, vision, life, and Short- and Long-Term Disability
• Flexible Spending Accounts for eligible health care and dependent care expenses
• Family benefits such as adoption assistance and paid parental leave
• Defined contribution retirement plans with employer match and other financial wellness programs
• Educational Assistance Program