Administrative Assistant Specialist

Saint Martins University
Washington, United States
Salary Commensurate with experience
Jan 21, 2021
Employment Level
Employment Type
Full Time


The Administrative Support Specialist is the Student Financial Service Center’s (SFSC) first point of contact…in person, by telephone, and by email for current and prospective students, parents of students, University faculty, University staff, Abbey members, and the community. This person distributes financial aid documents, payment and billing information and insurance information as needed. This person also assists with the tracking of aid documents and communication with students regarding outstanding balances or missed payments.


Ranked by Niche as the second (#2) most diverse private college in Washington State in 2020, Saint Martin’s is extremely proud of our student diversity.  Our university treasures persons of all abilities, ages, ethnicities, genders, nationalities, orientations, races, and religions.  In particular, we know that students educated in an ethnically diverse settings perform better academically and reap greater professional success than their peers from more homogeneous learning environments. We proudly celebrate that our student population is 51% undergraduate and 32% graduate students of color.  We are committed to pursuing an employee community which reflects a similar, if not the same percentage. 

Therefore, we intentionally encourage and request that members of historically underrepresented groups apply to join this community.  All of us, from all backgrounds, are making a commitment to do and be better for our students, faculty and staff.



Essential Functions & Responsibilities - Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. This list is ILLUSTRATIVE ONLY, and is not a comprehensive listing of all functions and duties performed by incumbents of this position. Employees are required to be in attendance and prepared to begin work at their assigned work location on the specified days and hours. Factors such as regular attendance at the job are not routinely listed in job descriptions, but are an essential function. Essential duties and responsibilities may include, but are not limited to, the following.

  • Provide initial contact for Student Financial Service Center, in person and by phone, with current and prospective students, parents of students, University faculty, University staff, Abbey members, and the community.
  • Collection and receipt of student payments
  • Receipt and tracking of financial aid documents in student aid system
  • Maintain correspondence files, route correspondence, and telephone calls to appropriate individuals for further handling, and responds to SFSC email and voicemail messages.
  • Assists with the distribution and mailing of SFSC materials (including monthly billing statements, missing information letters, financial aid award letters, and validation billing packets).
  • Enter and/or update critical data into PowerCAMPUS and PowerFAIDS systems
  • Prepare estimates for students based on expected aid and billing.
  • Assist office team members with routine and advanced clerical duties, including, but not limited to the processing of daily deposits, the review and follow up of outstanding balances, and the review and update of Holds placed by Student Financial Services.
  • Assists Student Financial Services Specialist with duties as needed.
  • Other duties as assigned.



  • Strong positive customer service skills along with the ability to gain customer confidence and trust by ensuring that long-term needs are met.
  • Effective and efficient use of Microsoft Office (Word, Excel, PowerPoint, Access) and other relevant computer based programs.
  • Ability to work independently with minimal direct supervision.
  • Ability to learn, understand, and interpret state and federal financial aid policies and procedures as well as federal privacy laws.
  • Effective oral and written communication skills.
  • Experience with explaining customer billing information.
  • Ability to communicate effectively with a diverse range of people in a variety of situations.
  • Ability to work efficiently in an often stressful and fast-paced work environment.
  • Ability to work effectively and collaboratively with co-workers and University community.
  • Ability to maintain confidentiality.



  • Minimum of Associate’s degree or equivalent from an accredited college or university is required.
  • Experience working in a college or university environment is preferred.
  • Cash handling experience is preferred.
  • Successfully pass a criminal background check.
  • Must be supportive of a Catholic, Benedictine philosophy of education.



  • Work is performed in a standard office environment. Physical demands include:
    • Moves objects (less than 20 pounds) long distances (more than 20 feet).
    • Ability to be mobile campus wide for appropriate business needs.
    • Operates a variety of standard office equipment requiring continuous or repetitive arm-hand movements.
    • Reading, writing, speaking, hearing, standing, bending, sitting.
    • Learning and comprehending.
    • Requires visual concentration on detail.
    • Manual dexterity and precision required for keyboarding
    • Must be able to sit for long periods at a time at a computer
    • May occasionally be required to deal with distraught people.
    • Must be able to concentrate on details and process complex information while experiencing frequent interruptions.
    • Must be able to communicate effectively with people at all levels under stressful conditions.