Administrative Assistant II, Financial Aid Access Administrator - Middlesex Community College - Military veterans preferred

Middlesex Community College


Middlesex Community College (MCC) is one of the largest community colleges in the Commonwealth, employing people in full-time, part-time, faculty, professional, administrative, and support positions at campuses in both Lowell and Bedford, and online. We are focused on equity to transform lives and shape futures. MCC values equity and inclusion as the foundation for excellence, innovation, and success for our employees and students. MCC is committed to a policy of affirmative action, equal opportunity, equal education, non-discrimination, and diversity to provide a learning and working environment that values the diverse backgrounds of all students and employees. MCC strives for a faculty and staff that reflect its richly diverse community of students. Women, people of color, persons with disabilities and others are strongly encouraged to apply.
Applications for employment are considered without regard to race, color, religion, sex, sexual orientation, national origin, age, disability, genetic information, marital status, or veteran status. Middlesex Community College is an affirmative action/equal opportunity employer and does not discriminate on the basis of race, color, national origin, sex, disability, religion, age, veteran status, genetic information, gender identity or sexual orientation in its programs and activities as required by Title IX of the Educational Amendments of 1972, the Americans with Disabilities Act of 1990, Section 504 of the Rehabilitation Act of 1973, Title VII of the Civil Rights Act of 1964, and other applicable statutes and college policies.The College prohibits sexual harassment, including sexual violence. Inquiries or complaints concerning discrimination, harassment, retaliation or sexual violence shall be referred to the College's Affirmative Action and/or Title IX Coordinator, the Massachusetts Commission Against Discrimination, the Equal Employment Opportunities Commission or the United States Department of Education's Office for Civil Rights.
Prospective employees are encouraged to review the College's Annual Safety & Security Report, in compliance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, which can be found on the disclosure page of the College's website at: https://www.middlesex.mass.edu/disclosurestatements/campsecrpt.aspx

Location: Lowell, MA Category: Full-time Staff Posted On: Thu Sep 11 2025 Job Description:

Title: Administrative Assistant II, Financial Aid Access Administrator

Unit: AFSCME Unit I

Department: Financial Aid

Reports to: Associate Director of Financial Aid (Lowell Campus)

Date: September 11, 2025

General Summary: The Financial Aid Access Administrator will provide student advocate services to a highly active office serving individuals from diverse backgrounds. The Administrator will respond to inquiries and concerns in a problem-solving, customer service mode by assessing the nature of the inquiry or concern and determining the best method to answer an inquiry or resolve a concern. They will assist students (current and prospective) and their families in completing the FAFSA application in-person, at FAFSA workshops and special events. The Administrator will respond to inquiries about financial aid to applicants in person, by telephone and email answering questions where possible or referring the inquiring party to appropriate staff as necessary.

Duties and Responsibilities:

• Assist students (current and prospective) and their families in completing the FAFSA application in-person, at FAFSA workshops and special events.
• Respond to inquiries about financial aid to applicants in person, by telephone and email answering questions where possible or referring the inquiring party to appropriate staff as necessary.
• Clarify financial aid policies and procedures for applicants and families.
• Assist applicants with preliminary paperwork and supporting documents mandated by federal law to apply for aid.
• Verify all incoming student and parent documents for file completion. Tracking these documents in Banner with the appropriate action status and determining which files need to be reviewed by the counselor.
• Assist with notification to students of outstanding documents.
• Manage the scheduling of appointments on office's calendar for the Director, Associate Directors and Coordinators.
• Upload, maintain and organize financial aid documentation in SoftDocs.
• Coordinate the consolidation and archiving of student financial aid files at the end of each year.
• Distribute in-coming and out-going mail for the department. Date stamp all in-coming mail with receipt date prior to distribution.
• Handle daily coordination of Financial Aid Office front desk including the coordination of work study students.
• Supervise any part-time and/or work-study staff.
• Oversee and coordinate the activities of work-study students and part-time employees in in connection with the preparation and maintenance of Financial Aid documents and records in SoftDocs, Banner and other financial aid systems.
• Prepare and provide on-the-job training and orientation to part-time and/or work-study staff regarding office policies and procedures.
• Test new releases in SoftDocs system for Financial Aid Department.
• Coordinate the receipt of weekly payment sheets for work-study students, compile work-study student timesheet data in an Excel Spreadsheet, analyze timesheet data to ensure compliance with financial aid standards and transmit data for processing to Payroll Department.
• Accurately enter the weekly Federal Work Study (FWS) earnings into Banner each pay period, and notify students of their remaining work hours.
• Assist in updating funding amounts for FWS and any paperwork, spreadsheets, and chart changes for the upcoming year.
• Maintain supply of disposable office materials and financial aid information including applications, forms, scholarship applications, and general financial aid information.
• Coordinate the maintenance, upkeep, and repairs of the Financial Aid Office with the Facilities Department.
• Process purchase requests and travel reimbursements for Financial Aid Department. Communicate and coordinate purchase orders with third-party vendors. Maintain Buyer status in Banner to facilitate timely process of purchase orders associated with department.
• Complete documentation verification from various state and federal agencies such as Department of Transitional Assistance, Massachusetts Rehabilitation Commission, and Department of Children and Families.
• Maintain working knowledge of office policies and procedures as related to front desk responsibilities.
• Compose and update office's written policies and procedures as related to area of responsibility.
• Assist in covering the office during our extended office hours.
• Provides administrative assistance to the Director, Associate Director, and Coordinators as needed
• Assume other appropriate responsibilities as requested.

• Three years of full-time, or equivalent part-time, experience in office management, office administration, business administration, business management or customer service, the major duties of which included one or more of the following functions: purchasing, personnel management, budgeting, accounting, records management, work simplification, grants management, contract administration or program management. Any equivalent combination of experience and education in a related field may be substituted for the required experience.
• Any equivalent combination of the required experience and the substitution below:
  • An Associate's degree or higher with a major in business administration, business management or public administration may be substituted for the required experience.
  • An Associate's or higher degree with a major other than in business administration, business management or public administration may be substituted for a maximum of one year of the required experience.
  • Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed.

Preferred Qualifications:

• Strong Customer Service Skills
• Knowledge of the principles and practices of office management including exercising sound judgement and discretion in handling confidential information.
• Ability to understand, explain and apply the laws, rules, regulations, policies, procedures, specifications, standards and guidelines governing assigned unit activities.
• Knowledge of the methods of general report writing and the methods used in the preparation of charts, graphs and tables, and the ability to prepare general reports, and to prepare and use charts, graphs and tables using current technology.
• Knowledge of the types and uses of general office equipment including personal computers, telephone, copy machine, fax machine, shredder, printer and other office equipment.
• Ability to analyze and determine the applicability of data, to draw conclusions and to make appropriate recommendations.
• Ability to follow written and oral instructions, to communicate effectively in oral expression and to give written and oral instructions in a precise and understandable manner.
• Ability to gather information through questioning individuals and by examining records and documents.
• Ability to write concisely, to express thoughts clearly, and to develop ideas in a logical sequence.
• Ability to assemble items of information, in accordance with established procedures, in order to maintain accurate records.
• Ability to deal tactfully with others and to establish rapport and maintain harmonious working relationships with persons of diverse identities such as socioeconomic levels, sexual orientation, race, ethnicity and veterans including those with different levels of academic preparation, varying physical and learning abilities.
• Ability to supervise, including planning and assigning work according to the nature of the jobs to be accomplished, the capabilities of subordinates and available resources.
• Ability to learn and effectively use Microsoft Office software, BANNER, Degree Works, and other applications required for service to students.
• Bilingual skills a plus.

Salary: The starting salary for an AFSCME Grade 17 Position at Step 1 is $60,119.28 annually. Employees of Middlesex Community College are considered employees of the Commonwealth of Massachusetts and receive benefits, which include:

• High-quality and affordable health insurance through the Commonwealth's Group Insurance Commission (GIC)
• Competitive Dental and Vision Plans
• Flexible Spending Account and Dependent Care Assistance programs
• Low-cost basic and optional life insurance
• Retirement Savings: State Employees' Pension or Optional Retirement Program (ORP) and Deferred Compensation 457(b) plan or 403(b).
• 12 paid holidays per year and competitive Sick, Vacation, and Personal Time
• Tuition Benefits for employees and dependents at state colleges and universities
• Short-Term Disability and Extended Illness program participation options
• Professional Development and Continuing Education opportunities
• Cell Phone Bill Discounts with Verizon and T-Mobile Cell Phone Carriers
• Access to the Commonwealth's Mass4You, employee assistance program
• Free employee parking on Bedford and Lowell campuses
• Eligibility towards Public Service Loan Forgiveness (PSLF)

Location: Lowell campus with occasional travel to Bedford as needed

Hours: 37.5 hours per week, schedule to be determined upon hire. This position will NOT be eligible for any telework.

Expected Start Date: October/ November 2025

Application Deadline: October 2, 2025

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