Financial Aid Assistant  

Summary of Work Activities and Responsibilities:
The Financial Aid Assistant assists in the administration of scholarship processes and in maintaining the scholarship database. This position also assists in preparing and monitoring the scholarship budget, and in the disbursement of funds to graduate students.

Main Duties and Responsibilities:
I. Scholarship Applications

• Attends to inquiries and requests on scholarships and financial aid from stakeholders and visitors from various communication channels (e.g., face to face, online, phone, email)
• Keeps track of filed requests related to scholarships and financial aid from students and academic/administrative offices, to ensure that these are processed and addressed in a timely manner
• Carries out tasks related to the scholarship process, in coordination with various offices
  • Reviews scholarship applicants’ submitted documents, ensuring completeness and adherence to requirements
  • Assists in the dissemination of application decisions, including the preparation of scholarship offers and/or contracts for review and endorsement of the Graduate Admissions and Financial Aid Supervisor
    • Sends out decision letters to scholarship applicants
• Keeps abreast of scholarships and financial aid policies and deadlines, and ensures that relevant information is properly communicated to and set deadlines are observed by scholars and stakeholders
• Provides recommendations to application deadlines and scholarship process revision, for consideration of the Graduate Admissions and Financial Aid Supervisor

II. Scholarship Data Management

• Monitors scholars’ enrollment, academic progress, and timely completion based on their scholarship contract
• Prepares various reports (e.g., scholarships, accounting of finances, etc.) for internal monitoring and external accreditation and compliance purposes, for review and endorsement of the Graduate Admissions and Financial Aid Supervisor
• Inputs and checks accuracy of scholarship tuition and fees information in the IntraAISIS scholarship module for online registration assessment
• Generates and/or prepares the list of scholars for graduation programs
• Maintains the scholars database, ensuring completeness and accuracy of information, in coordination with the Graduate Education Data Analyst III
  • Tracks scholarship applications and contracts, and updates the database accordingly
  • Gathers and summarizes feedback on scholarship processes/services from internal and external stakeholders
  • Provides insights and initial recommendations based on data gathered, for quality assurance and improvement purposes

III. Scholarship Budget Support

• Assists the Graduate Admissions and Financial Aid Supervisor in the preparation of annual scholarship budget, by gathering and collating budget requirements and providing required administrative assistance
• Maintains and tracks the utilization of the scholarship budget for each term
  • Monitors the expenses vis-à-vis the approved budget
  • Provides recommendations for additional scholarship slots based on the utilization for each term
• Gathers and prepares tuition and other fee obligations and information, and coordinates these with the scholarship providers and the Central Accounting Office (CAO), during enrolment period
• Prepares and distributes copies of financial plans, upon request of stakeholders

IV. Performs other duties as may be required by the immediate supervisor or any
authorized representatives

Knowledge, Skills, and Abilities:

• Technological Savvy: Proficient in office productivity tools (e.g., MS Office applications, Google Workspace, educational technology, and other resources); Knowledgeable of the University’s Student Information System
• Oral and Written Communication Skills: Demonstrates clear and effective communication skills in both English and Filipino
• Attention to Detail: Exhibits a keen eye for detail, ensuring accuracy and thoroughness in all tasks and documents
• Organizational Skills: Demonstrates strong organizational abilities, effectively managing tasks, schedules, and resources to meet objectives
• Qualitative and Quantitative Research Skills: Possesses a working knowledge of qualitative and quantitative research methodologies, with the ability to analyze and work with data from monitoring and evaluation reports
• Ability to Cope with Tight Deadlines: Manages time effectively, maintaining high-quality work output even under pressure and tight deadlines
• Collaboration Skills: Works well with others, fostering a collaborative environment to accomplish tasks and achieve goals
• Initiative and Ability to Work Independently: Takes initiative and demonstrates the ability to work with minimal supervision, driving tasks to completion independently
• Time Management Skills: Displays a strong work ethic, adheres to systematic approaches, and manages tasks and responsibilities effectively

Education and Experience Requirements:

• Bachelor’s degree
• At least 1 year of relevant work experience
• Familiarity with the University’s academic processes and practices, is an advantage