Admissions and Financial Aid Assistant

About the position

The Harvard Graduate School of Education (HGSE) Office of Admissions and Financial Aid is seeking a motivated and organized individual to join our team as an Admissions and Financial Aid Assistant. This role is pivotal in providing high-quality customer service to prospective and admitted students throughout the application cycle. The successful candidate will report directly to the Associate Director of Admissions Operations and will be responsible for managing front desk operations, as well as various communication channels including multiple inboxes, the main phone line, and in-person inquiries. In this position, the individual will perform a variety of complex office support functions, which include monitoring multiple inboxes and responding promptly to inquiries from prospective and admitted students. The role requires providing professional phone coverage during business hours, answering incoming calls, and responding to voicemails. A thorough understanding of HGSE policies is essential to accurately address questions or direct inquiries to the appropriate office. The Admissions and Financial Aid Assistant will also greet visitors at the front desk, answer general questions, and route issues to the appropriate staff members. Additionally, the role involves significant administrative support related to admissions and financial aid processes. This includes processing application fee waivers, supporting the completion of applications by tracking and uploading materials, and answering questions from applicants regarding requirements. The assistant will coordinate post-enrollment requests and status changes, maintain detailed notes, and communicate updates across departments. The position also entails processing both digital and hard copy official transcripts and serving as the primary point of contact for deadline extension requests. The assistant will handle communication with and track returning defers, assist with updating and maintaining office webpages, perform data entry on the PowerFaids computer system, and help maintain financial aid records. Furthermore, the assistant will advise students on outside scholarship searches, financial aid procedures, budgeting, and debt management, developing a solid understanding of core financial aid regulations. The role also includes additional operational support, such as managing the inventory of office supplies, maintaining team meeting calendar invitations, reserving spaces as needed, and providing support for on-campus and virtual recruitment and yield events. The successful candidate will be expected to contribute proactively to the improvement of office operations and coordinate work with supervisors, follow up on delegated projects, and provide and request status updates.

Responsibilities

• Monitor multiple inboxes and respond to inquiries from prospective and admitted students in a timely manner.
• Provide professional phone coverage during business hours, answering incoming calls and responding to voicemails.
• Maintain understanding of HGSE policies to accurately answer questions or direct to the appropriate office.
• Greet visitors at the front desk, answer general questions, and route issues to appropriate staff members.
• Process application fee waivers and support application completion processes including tracking and uploading materials.
• Coordinate post-enrollment requests and status changes, maintaining detailed notes and communicating updates across departments.
• Process digital and hard copy official transcripts and serve as primary point of contact for deadline extension requests.
• Handle communication with and tracking of returning defers.
• Assist with updating and maintenance of office webpages.
• Perform data entry on PowerFaids computer system and help maintain financial aid records.
• Advise students on outside scholarship searches, financial aid procedures, budgeting, and debt management.
• Manage inventory of office supplies and maintain team meeting calendar invitations.
• Support on-campus and virtual recruitment and yield events.
• Provide support for other operational projects as needed.

Requirements

• Minimum 2 years' experience required.
• Ability to work overtime during peak periods required.
• Bachelor's degree strongly preferred.
• 2+ years administrative experience in an academic environment or equivalent preferred.
• Excellent interpersonal, oral/written communication, proofreading, and financial record-keeping skills required.
• Demonstrated ability to exercise independent judgment, initiative, detail/accuracy, and follow-through.
• Ability to manage large volumes of work and meet shifting deadlines with flexibility and poise.
• Computer literacy and ability to learn new applications and systems quickly; demonstrated experience in MS Office Word and Excel.
• Ability to work independently and as a member of a team with minimal supervision in a fast-paced environment.
• Ability to handle complex and confidential information with discretion.
• Familiarity with Harvard financial systems a plus.
• Previous experience providing a high level of customer service in a busy office.

Nice-to-haves

• Interest in working with individuals from diverse cultural backgrounds.
• Experience in coordinating work with supervisors and following up on delegated projects.

Benefits

• 3-4 weeks of accrued vacation time per year (3 weeks for support staff and 4 weeks for administrative/professional staff).
• 12 accrued sick days per year.
• 12.5 holidays plus a Winter Recess in December/January.
• 3 personal days per year (prorated based on date of hire).
• Up to 12 weeks of paid leave for new parents who are primary caregivers.
• Comprehensive medical, dental, and vision benefits.
• Disability and life insurance programs, along with voluntary benefits.
• Child and elder/adult care resources including on-campus childcare centers.
• Employee Assistance Program and wellness programs related to stress management, nutrition, meditation, and more.
• University-funded retirement plan with contributions from 5% to 15% of eligible compensation, based on age and earnings with full vesting after 3 years of service.
• Tuition Assistance Program including $40 per class at the Harvard Extension School and reduced tuition through other participating Harvard graduate schools.
• Tuition Reimbursement Program providing 75% to 90% reimbursement up to $5,250 per calendar year for eligible courses taken at other accredited institutions.
• Professional Development programs and classes at little or no cost.
• Various commuter options including discounted parking and half-priced public transportation passes.