Work-Study Assistant

Department: Financial Aid EV
Salary/Grade: NEX/11

The expected salary for this position is between $22.75 - $24.75 per hour, in alignment with departmental equity and market data.

Job Summary:

Reporting to the Assistant Director, Work-Study Coordinator, the Work-Study Assistant supports the administration of Northwestern's Federal Work-Study (FWS) Program, contributing to its operational effectiveness, compliance, and service excellence and provides general administrative services within the Undergraduate Office of Financial Aid. This role provides administrative support, customer service, organizes annual events, and oversees a subset of 50-100 students working off-campus at community-based and government agencies. The Assistant plays a critical part in monitoring student earnings, maintaining records and reports, cultivating partner relations, and supporting program outreach and events. This position requires a detail-oriented and proactive individual with excellent communication skills, sound judgment, and the ability to work independently and collaboratively.

*Note: Not all aspects of the job are covered by this job description.

Specific Responsibilities:

• Oversee off-campus Federal Work-Study (FWS) off-campus community partnerships, including employer onboarding, student hiring and rehiring processes, partner relations, site visits, annual program reviews, and invoicing and payment processing procedures.
• Develop and maintain community partnerships that align with institutional engagement goals and FWS program requirements.
• Monitor and maintain database of FWS student wage earnings, timecard submissions, and supervisor approvals to ensure compliance with program and institutional regulations.
• Communicate updates, counsels, and services as a resource for students, families, and employers regarding FWS and financial aid procedures, regulations, and eligibility.
• Responds to email, phone, and in-person inquiries with professionalism and clarity.
• Assist with the creation of statistical material on earnings and enrollment for the Director of Financial Aid Operations to comply with FISAP regulations.
• Oversee off-campus FWS community partnerships, employer onboarding, student hiring/rehiring, partner relations, site visits, annual reviews, invoicing, and payment processing.
• Organize annual events, including the Student Job Fair, by drafting materials, managing RSVP lists, and coordinating logistics.
• Collaborates with the Work-Study Coordinator to maintain the Work-Study website, student job board, and all hard and electronic records pertaining to the Federal Work-Study program.
• Utilizes software and systems such as Oracle PeopleSoft, MachForms, and MS365 Apps, and MS Office to enter data, maintain reports, track records, and maintain office workflows.
• Troubleshoot system issues and escalate technical concerns when necessary.
• Other duties as assigned, including occasional building reception and opening/closing procedures, cross-training, and data entry.

Miscellaneous

Performed other duties

Minimum Qualifications (Education, Experience, Certifications, Skills)

• A bachelor's degree, or the equivalent combination of education, training, and experience from which comparable skills can be acquired.
• Strong organizational and time management skills.
• Ability to troubleshoot, problem-solve, multitask, and prioritize work assignments.
• Ability to interact well with faculty, students, staff, and community partners.
• Strong customer service skills with demonstrated ability to work effectively with diverse populations.
• Ability to maintain the strictest standards regarding confidentiality.
• Ability to demonstrate initiative, meet strict deadlines, and work independently.
• Excellent written and verbal communication skills.
• Ability to compose, proofread, and edit various communications and documents with professionalism and clarity.
• Excellent computer skills, and ability to independently use software programs, including MS Office, MS 365 Apps, Oracle PeopleSoft Software, and internet-based form builder software.
• Communicates effectively one-to-one, in small groups, and in public speaking contexts; writes precise, well-organized emails, letters, and proposals while using appropriate vocabulary and grammar.
• Regularly monitors customer satisfaction; provides suggestions to improve quality and value for the customer.
• Displays consistency and success in adhering to deadlines.
• Plans, organizes, and schedules in an efficient, productive manner; anticipates contingencies and pays attention to detail; targets projects or initiatives that require special attention and focuses on key tasks when faced with limited time and resources.

Preferred Qualifications (Education, Experience, Certifications, Skills)

• Takes forceful stands on issues without being excessively abrasive; expresses own opinions even when adopting an unpopular position.
• Exhibits energy and desire to achieve; sets ambitious goals and acts decisively; takes action on process improvement efforts by identifying inefficiencies and suggesting enhancements.
• Experience working in a higher education, HR, or financial setting.
• Familiarity with federal financial aid regulations or campus-based employment.
• Ability to travel locally for off-campus partner site visits.

Benefits:

At Northwestern, we are proud to provide meaningful and competitive benefits. The available benefits package for this position will include health, dental, vision, disability, and life insurance; paid vacation and holidays; paid medical/sick and parental leave; tuition benefits for the employee and dependents; pre-tax and flex spending accounts for commuting and dependent care; generous retirement savings options; and wellness programs. For a comprehensive overview of available benefits, including eligibility details, visit us at https://www.northwestern.edu/hr/benefits/index.html to learn more.

Work-Life and Wellness:
Northwestern offers comprehensive programs and services to help you and your family navigate life's challenges and opportunities and adopt and maintain healthy lifestyles.
We support flexible work arrangements where possible and programs to help you locate and pay for quality, affordable childcare and senior/adult care. Visit us at https://www.northwestern.edu/hr/benefits/work-life/index.html to learn more.

Professional Growth & Development:
Northwestern supports employee career development in all circumstances whether your workspace is on campus or at home. If you're interested in developing your professional potential or continuing your formal education, we offer a variety of tools and resources. Visit us at https://www.northwestern.edu/hr/learning/index.html to learn more.

Northwestern University is an Equal Opportunity Employer and does not discriminate on the basis of protected characteristics, including disability and veteran status. View Northwestern's non-discrimination statement. Job applicants who wish to request an accommodation in the application or hiring process should contact the Office of Civil Rights and Title IX Compliance. View additional information on the accommodations process.

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