Office Support Supervisor 2

Western Washington University with over 15000 students in seven colleges and the graduate school is nationally recognized for its educational programs students and faculty. The campus is located in Bellingham Washington a coastal community of 90000 overlooking Bellingham Bay the San Juan Islands and the North Cascades Mountain range. The city lies 90 miles north of Seattle and 60 miles south of Vancouver British Columbia. Western has additional sites in Anacortes Bremerton Everett Port Angeles and Poulsbo. Western is recognized nationally for its successes such as being named one of the top public masters-granting institutions in the Pacific Northwest for 25 years in a row by U.S. News & World Report.

Western Washington University is committed to achieving excellence through advancing inclusive success increasing our Washington impact and focusing on transformational education grounded in the liberal arts and sciences and based on innovative scholarship research and creative activity. Westerns greatest strength is the outstanding students faculty staff and alumni/ae who make up its community. Western supports an inclusive governance structure for all and provides a learning and working environment in which everyone can pursuit of this excellence individual employees are expected to establish and maintain productive and effective inclusive working relationships amongst diverse populations including staff faculty administration student and external constituents. Further individual employees are expected to have the ability to operationalize sustainability concepts (economic societal environmental) into all aspects of performing their job duties.

The Financial Aid Services Center (FASC) is the front office of the Financial Aid Department. FASC staff provide the first point of customer service to students families and to the public through telephone email and in-person addition to performing an assortment of financial aid-related tasks the Office Support Supervisors primary responsibility is for hiring training developing and scheduling the FASC staff as well as directing the FASC-related work of others while working in the FASC. The Office Support Supervisor also serves as backup and provides support for the Administrative Assistant for the Department.

Duties/Responsibilities:

Management and Supervision of Financial Aid Services Center

• Hire train schedule and develop a staff of 10-15 student employees -includes mentoring training providing critical feedback for professional development creating detailed training manuals and procedures creating schedules and approving timesheets
• Coordinate advising of students and parents in the financial aid process; resolve problems relating to processing errors and difficult clients; provide triage advising and problem resolution for the financial aid counselors by returning phone calls researching file issues and answering select questions directed to counselors
• Direct the FASC related work of the Administrative Assistant and mainline financial aid counselors during their assigned hours in the FASC; work under direction includes workstation assignment providing resources assistance and staff training for paraprofessional staff
• Provide detailed in person phone and email customer service for students and families navigating the financial aid process
• Function as primary liaison for Financial Aid Services Center to other offices; respond to requests for information for DSHS/DVR Energy Assistance Housing Authority Employment Security and others and study abroad deferral requests while ensuring compliance with FERPA regulations
• Ensure FASC staff adhere to FERPA regulations (confidentiality) as they provide customer service to students families the campus community and the public
• Ensure that FASC staff understand Federal State and Institutional financial aid regulations and provide updates to staff as regulations and institutional policies change
• Establish all FASC office procedures ensuring that staff are adequately cross trained and the procedures are well documented and maintained
• Work with the Assistant Director in scheduling student contact for counselors and update and maintain the counselor contact schedule
• Provide advising for students planning a study abroad program determining financial aid eligibility and provide advising on funding the trip with financial aid and assisting with any documentation or paperwork
• Administer the Institutional short term loan programs and ensure that appropriate staff are properly trained
• Assist the Assistant Director in creating departmental mailings or creating communication for FAFSA filing notifications updates to the website etc.
• Collect analyze and maintain statistical information on all in-person telephone email and counselor-student contact; use data to allocate staff assignments and anticipate trends in changing needs
• Support on campus student outreach events
• Provide presentations to assorted students and parent populations
• Order publications and documents related to on and off-campus financial aid advising
• Serve as backup for and provide support to the Administrative Assistant in approving time sheets and processing leave requests
• Other duties as assigned

• High school graduate or equivalent
• Minimum three years of supervisory experience
• Minimum three years of office management experience including demonstrated ability to interpret and reconcile numerical data for management information reporting
• Demonstrated ability to effectively provide services to diverse populations
• Demonstrated effective writing skills
• Demonstrated verbal communication skills
• Demonstrated proficiency with MS Excel Word or similar applications
• Demonstrated ability to contribute positively to a team-oriented environment
• Available for occasional evening or weekend work to provide financial aid presentations
• Available for occasional travel to training opportunities
• In accordance with federal regulatory requirements be in good standing on any outstanding Federal Title IV loans

• Bachelors degree
• Work experience with student financial aid procedures
• Experience with Banner financial aid and OnBase or other imaging software
• Demonstrated leadership ability
• Knowledge of payroll or similar earnings program or activity
• Public speaking skills
• Proficiency with computerized databases (e.g. MS Access or similar application)
• Demonstrated ability to apply and adhere to complex regulations

Application materials should address your experience related to the position responsibilities and the required and preferred qualifications.

Western Washington University (WWU) is an equal opportunity compliance with applicable laws WWU does not discriminate on the basis of race ethnicity color national origin age citizenship or immigration status pregnancy use of protective leave genetic status sex sexual orientation gender identity gender expression marital status creed religion veteran or military status disability or the use of a trained guide dog or service animal (including a service animal in training) by a person with a disability or any other characteristic protected by federal state or local law in its programs or activities including employment admissions and educational programs. See WWUs Policies onProhibiting Discrimination Based on A Protected Class and Prohibiting Discrimination Based on Sex. Inquiries may be directed to the Office of Civil Rights and Title IX Compliance Title IX and ADA Coordinator Western Washington University Old Main 126 (MS 9021) 516 High Street Bellingham WA 98225; 360.650.3307 (voice) or 711 (Washington Relay);

WWU is committed to providing reasonable accommodations to qualified individuals with disabilities upon request. To request this document in an alternate format or to request an accommodation please contactHuman Resources Disability Services 360.650.3751 or 711 (Washington Relay).

Annual Security and Fire Safety Report: This report is provided pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (The Clery Act). It includes statistics for the previous three calendar years concerning reported crimes that occurred on Westerns campus; in certain off-campus buildings or property owned or controlled by Western; and on public property within or immediately adjacent to and accessible from the campus. The report also includes institutional policies concerning campus security such as policies concerning alcohol and drug use crime prevention the reporting of crimes sexual assault and other matters. You can obtain a copy of this report in printed or alternate formats by contacting the Office of Student Life at . The report can be found at: Annual Security and Fire Safety Report.

All new employees must comply with the immunization policy and show employment eligibility verification as required by the U.S. Citizen and Immigration Service before beginning work at WWU. A thorough background check will be conducted on all new hires which includes a sexual misconduct background check.