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Position Classification Description

Position Class Code / Title: B1005 / Financial Aid Assistant
Recruitment Tier: Tier 1
FLSA: Non-Exempt
Grade: 07

This is a description of a Staff Position Classification. It is not an announcement of a position opening. To view descriptions of current openings, please go to UNMJobs and Search Postings to view positions that are currently accepting applications.

The following statements are intended to describe, in broad terms, the general functions and responsibility levels characteristic of positions assigned to this classification. They should not be viewed as an exhaustive list of the specific duties and prerequisites applicable to individual positions that have been so classified.


Assists students and parents regarding the financial aid process, and provides information on available programs, procedures, and eligibility requirements. Reviews financial aid applications and related documentation for compliance with eligibility requirements. Provides assistance to students and parents in the completion of financial aid applications.

Duties and Responsibilities

  1. Reviews, verifies, and assesses applications and support documents in accordance with established guidelines to determine financial aid eligibility.
  2. Interacts with students and/or families to follow up on missing or deficient information; relays and discusses status of application.
  3. Provides information to students and families regarding the options for obtaining financial aid, the process for requesting aid, and the eligibility requirements for receiving and maintaining aid.
  4. Maintains financial aid activity database, and prepares routine statistical reports and correspondence; sets up files on aid claimants, and maintains demographic data, as appropriate.
  5. Responds to inquiries and researches and resolves problems related to transactions handled by the department.
  6. Processes and accounts for loans, tribal checks, promissory notes, and/or other types of financial assistance; monitors expenditure to budget and, as appropriate, reconciles ledgers.
  7. Reviews checks and promissory notes with respect to current eligibility of intended aid recipient; returns ineligible checks to awarding agencies; returns non-valid promissory notes to students.
  8. Performs miscellaneous job-related duties as assigned.

Minimum Job Requirements

  • High school diploma or GED; at least 1 year of experience directly related to the duties and responsibilities specified.
  • Completed degree(s) from an accredited institution that are above the minimum education requirement may be substituted for experience on a year for year basis.

Knowledge, Skills and Abilities Required

  • Ability to perform simple accounting procedures.
  • Ability to communicate effectively, both orally and in writing.
  • Records maintenance skills.
  • Ability to process computer data and to format and generate reports.
  • Knowledge of customer service standards and procedures.
  • Database management skills.
  • Ability to make administrative/procedural decisions and judgments.
  • Ability to complete moderately complex administrative paperwork.
  • Knowledge of financial aid policies, procedures, and eligibility requirements.

Distinguishing Characteristics

    Position requires: a) Reviewing financial aid documents for accuracy and completion; b) following-up with students and/or families for missing or deficient information; c) maintaining financial aid activity databases, setting up files, and maintaining data; and d) processes and accounts for loans, checks, notes, and/or other financial paperwork.

Conditions of Employment

  • This position is represented by a labor union and is subject to the terms and conditions of the USUNM Collective Bargaining Agreement.

Working Conditions and Physical Effort

  • No or very limited physical effort required.
  • No or very limited exposure to physical risk.
  • Work is normally performed in a typical interior/office work environment.

The University of New Mexico provides all training required by OSHA to ensure employee safety.

Revised Date: 03/20/2017