Office Coordinator
Office Coordinator
Posted on :
17-04-2025
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1 Vacancy
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Monthly Salary
Not Disclosed
Salary Not Disclosed
Vacancy
1 Vacancy
Posted on :
17-04-2025
Job Description
Description
Job Title: Office Coordinator Financial Aid and Admissions Offices
The College of the Holy Cross a highly selective Jesuit liberal arts college in Worcester Massachusetts seeks a detailoriented and servicedriven Office Coordinator to support the operations of the Offices of Financial Aid and Admissions. This highly visible frontline position plays a central role in welcoming and assisting students families and campus partners while ensuring the accuracy and efficiency of daily administrative processes.
Working collaboratively with staff from both departments the Office Coordinator will manage communications coordinate records and documentation and support system workflows associated with student financial aid and enrollment. The ideal candidate will have excellent written and verbal communication skills a high level of technical proficiency and the ability to thrive in a fastpaced studentcentered environment.
The College of the Holy Cross a highly selective Jesuit liberal arts college in Worcester Massachusetts seeks a detailoriented and servicedriven Office Coordinator to support the operations of the Offices of Financial Aid and Admissions. This highly visible frontline position plays a central role in welcoming and assisting students families and campus partners while ensuring the accuracy and efficiency of daily administrative processes.
Working collaboratively with staff from both departments the Office Coordinator will manage communications coordinate records and documentation and support system workflows associated with student financial aid and enrollment. The ideal candidate will have excellent written and verbal communication skills a high level of technical proficiency and the ability to thrive in a fastpaced studentcentered environment.
Key Responsibilities:
Front Office & Communications:
- Serve as the first point of contact for students families and visitors to the Financial Aid and Admissions offices.
- Manage all incoming phone calls and voicemail messages daily:
- Document and share necessary information with staff including caller name student name (if applicable) Holy Cross ID and contact number.
- Triage calls to counselors or appropriate staff as needed.
- Monitor general office email accounts respond to inquiries when appropriate and forward messages to team members for further followup.
- Greet walkin visitors and provide general information assistance with common document needs or redirection to counselors as appropriate.
- Mail & Documentation Processing: Receive sort and distribute all incoming and interoffice mail; assist in preparing outgoing correspondence.
- Assist with basic bookkeeping and processing invoices including the handling of College Boardrelated billing and documentation.
- Oversee the intake and processing of financial aid forms to complete student financial aid applications including but not limited to:
- Statement of Educational Purpose documentation
- IDOC submissions FAFSA DataSharing Consent forms for both front office staff and student workers
- Outside aid checks and documentation
- Citizenship documentation
- Athletic contracts
- FAFSAs
- CSS Profiles
- Noncustodial parent waiver request forms
- Maintain accurate logs of received and reviewed student documentation.
- Follow prescribed scanning workflows to ensure timely and organized digital filing of all student records.
- Assist in the development and implementation of office procedures.
- Support the financial aid staff in complying with federal state and institutional regulations by maintaining accurate and uptodate records.
- Ensure all student information is handled in accordance with FERPA regulations and institutional privacy policies.
- Operational Support:
- Run and review daily queries and reports related to document tracking and processing (e.g. Front Office Needs to Review new IDOC submissions).
- Submit and monitor facilities and maintenance work orders using FAMIS including data destruction requests for secure document disposal.
- Coordinate meeting space reservations for staff using EMS (Event Management System).
- Manage office supply inventory and place orders through WB Mason using institutional protocols and email login.
- Ensure front office readiness each day including tidiness replenishment of materials and technical functionality.
- Walkin & Student Support:
- Assist walkin students and their families with: Filing Federal Student Aid documents (e.g. Entrance Counseling MPNs)
- Navigating Consent Form and ID verification processes
- Document upload to IDOC
- Coordinate with student employees to ensure accurate intake and secure handling of documentation.
Qualifications:
Required:
- High school diploma or equivalent required; Associates or Bachelors degree preferred.
- 23 years of administrative or customer service experience preferably in higher education student services or a professional office setting.
- Strong technical skills:
- Proficiency in Microsoft Office Suite (Outlook Word Excel) and Google Workspace
- Familiarity with Adobe Acrobat and webbased scheduling or communication platforms
- Comfortable navigating cloudbased storage (e.g. Google Drive SharePoint) and student information/database systems
- Ability to master and operate internal systems such as PeopleSoft (ERP) image scanning software event scheduling tools (EMS) and work order systems (FAMIS).
- Demonstrated experience handling confidential data with discretion and maintaining compliance with privacy regulations (e.g. FERPA).
- Excellent organizational multitasking and attentiontodetail skills especially in handling sensitive student records.
- Ability to work independently with minimal supervision while maintaining strong communication and collaboration with team members.
- Adaptable personable and able to maintain a welcoming demeanor even during highvolume service periods.
- Preferred:
- Previous experience working in college Financial Aid Admissions or Registrar offices.
- Familiarity with application and student data systems such as Slate CRM PeopleSoft PowerFAIDS Workday or related platforms.
- Understanding of higher education policies and compliance requirements for federal and institutional financial aid processes.
- Proficiency in Spanish.
Key Attributes for Success:
- Organized dependable and highly responsive to internal and external inquiries.
- Empathetic communicator who supports students and families navigating complex processes.
- Energetic problemsolver who takes initiative and offers creative ideas to improve workflows.
- A collaborative team player with a strong sense of ownership over the quality and accuracy of their work.
- Committed to Holy Crosss mission and the delivery of inclusive studentcentered service.
Work Schedule:
This is a fulltime non exempt onsite position located in Worcester MA. Standard office hours are MondayFriday 8:30 a.m. to 4:30 p.m. Occasional flexibility may be required to support admissions or financial aid special events and seasonal needs.
The College is committed to providing competitive market pay for its employees. The College also offers a competitive benefits package for fulltime staff including:
- Defined Contribution Pension Plan
- Tuition & Education benefits
- Wellness programs & ongoing Training and Development opportunities
- Generous paid time off
To review our Employee Benefit Options please go to: your cover letter please address how your work might support the Colleges commitment to inclusive excellence Please provide examples of how you have integrated diversity equity inclusion and belonging into your past work. For more information please visit of applications will begin as received and continue until the position has been filled.
The College also provides reasonable accommodations to qualified individuals with disabilities during the hiring process in compliance with law. Please contact Merrilee Grenier Senior Associate Director of Employee Relations and Legal Compliance for questions or to request an accommodation via email at emailprotected or by calling.
Required Experience:
IC
Employment Type
Full-Time
Key Skills
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