Office Manager

Position Details

Position Information
About Us
Howard Community College (HCC) is an exciting place to work, learn, and grow! We are proud to have received the Great Colleges to Work For honor for 12 consecutive years, 2009-2020.

Howard Community College values diversity among its faculty, staff and student population. We are an innovative institution that is committed to responding to the ever-changing needs and interests of a diverse and dynamic community. No matter where you want to go in your career, you can get there from here!

Position Title
Office Manager

FLSA
Non-Exempt

FT/PT
Full Time

Hours Per Week
37.5

Work Schedule
M-F 8:30-5

Grade
12

Minimum Compensation
$52,440

General Responsibilities
The Office Supervisor is a vital member of the frontline customer service team, serving as the primary contact in Financial Aid Services (FAS). They assist at the front desk, answer phones, and handle FAS inquiries while leading outreach efforts and managing document intake. This role ensures that all incoming documents are complete and linked to student financial aid files. The office manager provides guidance on FAFSA, MHEC OneApp, and HCC scholarship applications to prospective students, current students, community members, and staff members. The Office Supervisor also analyzes documentation for compliance with federal and state laws and helps reduce the need for students to meet with counselors. Additionally, this position helps with the management of the Outreach Calendar and provides support to the FAS leadership team, acting as a team lead for hourly financial aid representatives.

Work Performed
Functions as FAS frontline team lead, assisting with frontline customer service operations including providing information on financial aid eligibility requirements, application process and procedures, financial aid application/awards status, and required documentation. Researches and resolves customer service issues; refers students/problems to supervisor when appropriate. Serves as liaison between the work area and the rest of the college as necessary to resolve problems. Assists with the development and management of communication from the office, including printed publications, email, and phone. Assists with the overall organization of the Financial Aid Services office. This includes ordering supplies, processing travel and other purchase orders as needed, purging and maintaining the filing and ensuring that all clerical functions are flowing on a daily basis. Serves as cost center assistant to the director and supports the online purchasing process. Assists with the management of the FAS Outreach Calendar and works with the FAS Outreach and Eligibility Team to coordinate outreach events for the office which includes ensuring staff are assigned to cover each event, maintaining information needed for each event, ensuring staff know what events they are covering via calendar and email, and pulling together the required forms before each event. Coordinates and maintains the record of each staff member's training and professional development activities completed. Works with each supervisor to ensure all staff complete the required annual training and professional development activities. Arrange for meeting rooms, luncheons, and AV equipment as needed.
Assists students in solving issues regarding the status of their financial aid applications. Analyze all incoming documentation for accuracy and assign appropriate code and status within Colleague. Responds to current and prospective student inquiries. Responsible for responding to FAS inquiries Assists the director with planning, budgeting and hiring processes. Informs FAS counselors and leadership of front line issues impacting student application processing. Oversees the processing of Outside Agency Forms, Consortium Agreements, and Skip Tracing. Assists with the onboarding process of new hires. Performs other duties as assigned.

Minimum Education Required
Associate's degree

Minimum Number of Years Experience Required
0

Other Knowledge Required
Formal Education, Courses, Training Programs, Experiences

• Associate's degree required; bachelor's degree preferred.
• Prior experience in a higher education environment preferable.
• Excellent technology skills and literacy, including Microsoft Office, Internet, student systems and digital imaging and other software and systems.
• Outstanding organizational, interpersonal communication skills, including oral and written skills.
• Outstanding customer service skills, including assisting students in challenging customer service situations.
• Experience with special populations is strongly preferred.
• Experience working with various groups or departments preferred.
• Demonstrated ability to identify and manage multiple priorities while providing excellent customer service.
• Knowledge of college's emergency operations procedures.

Knowledge of Operations, Systems, and Procedures
Working knowledge of federal and state financial aid laws and regulations required. Knowledge of procedures including relevant policies and procedures for the Enrollment Services areas (Admissions, Financial Aid, Records & Reg., Testing), and the Finance Office preferred. Knowledge and experience with Ellucian Colleague and ImageNow systems preferred. Knowledge of Internet, automated financial aid processing, college network, phone, electronic mail, and college website required. Ability to learn, implement, use, and train others in new computer applications.
OTHER REQUIREMENTS
Regular attendance and willingness to work additional hours during peak periods is required. Ability to maintain strict confidentiality. Ability to communicate effectively, both verbally and in writing Performs all duties while considering the impact of any actions on the college's sustainability initiatives in the areas of environmental stewardship, social responsibility, and economic prosperity. SUPERVISION Reports to the Assistant Director. Serves as team lead for the financial aid hourly staff members. Ability to work with limited supervision.

Working Conditions
Financial Aid Services is a fast-paced, busy, deadline-driven, and sometimes high stress environment, which requires concurrent management of numerous tasks. Evening hours required. This position requires periodic local and occasional distant travel. Additional hours and flexibility are an absolute necessity, particularly in peak periods. Occasional weekend programs required. Regular attendance is required.

Supervisory Postion?
No

Division
Enrollment Services (Div)

Department
Financial Aid Services

Posting Detail Information
Posting Number
B424P

Number of Vacancies
1

Best Consideration Date
11/01/2024

Job Open Date
10/22/2024

Job Close Date
11/05/2024

Open Until Filled
No

Job Category
Staff

Benefits Summary
Howard Community College offers competitive salaries, excellent medical and dental selections, tuition reimbursement and paid leave programs. As a participating member of the Maryland Retirement and Pension System, HCC offers two retirement options: The Pension, which requires a 7% employee contribution and The ORP, a 403(b) with a 7.25% employer contribution only. Employees in positions that do not require a bachelor's degree must participate in The Pension. Employees that possess a bachelor's degree and hold professional positions that require a bachelor's degree may choose to participate in either The Pension or The ORP.

Applicant Instructions

*Pre-employment criminal background investigation is a condition of employment.

HCC is interested in all qualified applicants who are eligible to work in the United States. However, HCC will generally not sponsor applicants for work visas. Due to HCC policy, only employees living in states contiguous to Maryland are eligible for work at HCC and include Virginia, West Virginia, Washington DC, Pennsylvania. Candidates must live in the commutable area or willing to relocate at their own expense if offered the position because HCC does not offer relocation benefits.

Please complete the entire HCC Employment Application (Candidates will be evaluated on completing the college's application in full).

Quick Link for Internal Postings
https://howardcc.peopleadmin.com/postings/4326

EEO Statement
Howard Community College (HCC) is an Equal Employment Opportunity & Affirmative Action employer & values diversity within its faculty, staff & student population. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, gender, sexual orientation, gender identity, genetic information, disability or protected veteran status.
HCC understands that persons with specific disabilities may need assistance with the job application process and/or with the interview process. For confidential assistance with the job application process, please contact the Office of Human Resources at 443-518-1100.