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Working Title:

Office & Admin Spec Sr - Financial Aid Assistant

Institution:

Bemidji State University

Classification Title:

Office & Admin Specialist Sr

Bargaining Unit / Union:

206: AFSCME - Clerical and Office

City:

Bemidji

FLSA:

Non Job Exempt

Full Time / Part Time:

Full time

Employment Condition:

Classified - Unlimited

Salary Range:

Job Description

**Bemidji State University (BSU)** invites qualified applicants to join our team as a **Financial Aid Assistant** . This position coordinates the awarding and revising financial aid packages for institutional and non- institutional scholarships and grants and reconciles these accounts monthly. The Financial Aid Assistant is also responsible for providing technical information regarding financial aid inquiries from students and families, reviewing financial aid offers for budget and accuracy, distributing the work utilization report 2-3 times per semester, and pulling in files from the federal databases. This position assists with the processing of Minnesota Office of Higher Education (OHE) programs as needed. This position also is responsible for receptionist duties when the position is vacant.

Responsibilities of the Financial Aid Assistant include:

+ **Processing and incorporating private scholarship and grant checks into student aid packages and depositing funds or preparing the check for disbursement as outlined in the “Procedures for Processing Outside Scholarships” document. Percent of Time: 30%**

+ Receiving and entering scholarship and grant checks from non-institutional funding sources in ISRS.

+ Receiving and processing tribal scholarships. Completing budget for tribal scholarship applications and working with tribal education offices on resolving issues. Completing month end reconciliation of tribal account.

+ Depositing checks on a daily basis and determining the distribution of outside scholarship and grant checks according to donor’s wishes and financial aid regulations.

+ Revising student awards to prevent over-awarding of State/Federal funds. This will require an understanding of various need-based vs non-need-based aid programs.

+ Updating the document screen and comment screen if necessary.

+ Analyzing if adjustments are needed by researching budget and need. Determining what aid programs require adjustment. Communicating changes/adjustments to financial aid funding for students as a result of receiving private scholarships/grants.

+ Verifying student enrollment status to funding agencies.

+ Initiating and returning balance of funds to outside funding agencies for students not attending or withdrawing from school.

+ Reconciling on a monthly basis deposits and disbursements with the monthly accounting report.

+ **Processing and incorporating institutional and BSU Foundation scholarships, Faculty/Staff tuition waivers, and room and board scholarships into student aid packages. Percent of Time: 30%**

+ Once scholarship notification has been received in the Financial Aid Office, the award will be entered on the campus shared spreadsheet the same day or within 5 days during peak scholarship awarding.

+ Running reports and making updates to student aid packages as needed (ex FA0280CB).

+ Updating the award maintenance screen with appropriate award number, term, sequence number, amount, credits and indicating award is accepted.

+ Revising student awards to prevent over-awarding of State/Federal funds if necessary. This will require an understanding of various need-based vs non-need-based aid programs.

+ Communicating changes in aid packages to students because of scholarships/waivers. Communicating with the BSU Foundation Office cancelled scholarship awards.

+ Updating the document screen and comment screen if necessary.

+ **Loading files daily for BSU & NTC, clearing discrepancies on CM1150, reviewing ISIR loads, researching and solving load errors, processing waivers and third-party authorizations, and assisting with processing of MN State programs.** **Percent of Time: 20%**

+ Pulling in files from TG mailboxes for BSU & NTC. Reviewing, processing and disbursing files as needed.

+ Reviewing daily ISIR load and recalculating files. Reviewing NSLDS for changes, working to clear data discrepancies.

+ Reviewing CM1150UG and completing duplicate resolution.

+ Completing third-party authorizations and processing waivers.

+ Assisting with reviewing, organizing, and processing of OHE financial aid programs following regulations and policy. Coordinating gathering and organizing materials needed for audit review.

+ Utilizing the MN Aid software system for reports and researching information.

+ **Coordinating financial aid offer procedure for both BSU and NTC. Also coordinating work study awarding. Communicating and coding consortium/remote applicability. Percent of Time: 10%**

+ Reviewing BSU and NTC financial aid offers for revisions/corrections and forwarding if revisions are needed.

+ Directing student employee in the mailing of the preliminary financial aid offer.

+ Entering student earnings figures (provided by Payroll Office) into spreadsheet.

+ Entering work study authorizations in Teams, completing work study authorization by departments if needed, and entering actual earnings of work study in ISRS.

+ Researching applicability and working closely with the Records Office to verify if required for declared program(s).

+ **Coordinating the completion of receptionist duties and performing other miscellaneous tasks for BSU and NTC. Reviewing and clearing tracking edits. Printing tracking letters weekly and moving review edits to queues. Ordering office supplies, providing training, and preparing purchase orders. Completing the preparation of Summer Application forms. Percentage of time: 10%**

+ Coordinating with student workers answering phone calls and returning voicemails, responding to emails, scanning and linking in Image Now, entering documents submitted, and other front-end customer service needs.

+ Training co-workers and student workers on difficult problems with student situations, customer service, and Image Now scanning of documents.

+ Advising students and parents on completing the application process.

+ Assisting in identifying problems, resolving conflicts, and correcting the situation to the satisfaction of the student/parent.

+ Mailing appropriate status letters and verification documents to resolve edits.

+ Preparing Summer Application forms for processing timely.

Salary Range:

Depends on Qualifications; current pay range is $22.23 - $30.09 per hour

Minimum Qualifications

+ Ability to use customer service skills on the phone, in person and online sufficient to provide general and specialized office support (this requires common courtesy, tact, interest in positive problem solving, empathy, and the ability to organize ideas logically).

+ Knowledge of standard computer software programs for word processing, spreadsheets, and databases sufficient to input data quickly and accurately and create, modify, manage, and protect them.

+ Ability to problem solve situations with a positive attitude utilizing critical thinking skills.

+ Math sufficient to maintain complete and accurate financial records, balance and resolve discrepancies, and determine eligibility and level of benefits.

+ Explaining laws, rules, regulations, standards, policies and procedures to customers.

+ Receiving and reviewing source documents, compare documents to database information, and edit, code, and correct documents.

+ Maintaining accurate budget records and reports.

Preferred Qualification

+ Experience with student information system, preferably the Integrated Student Records System (ISRS).

+ Experience with document imaging system, preferably Perceptive Content.

+ Two (2) years in a Financial Aid Office or a related field.

+ A demonstrated commitment to the principles of diversity, equity, inclusion, and anti-racism.

To facilitate the review, assessment, and evaluation process, please ensure that your application and/or resume clearly demonstrate fulfillment of the minimum and preferred qualifications of the position. The application materials submitted will be utilized for salary placement purposes.

Other Requirements

+ All applicants must be able to lawfully accept employment in the United States at the time of an offer of employment. The University regrets that we are unable to offer H1-B sponsorship at this time.

+ Employment for this position is covered by the collective bargaining agreement for the **American Federation of State, County & Municipal Employees (AFSCME)** bargaining unit, which can be found at: **https://mn.gov/mmb/employee-relations/labor-relations/labor/afscme.jsp** **.**

+ In accordance with the Minnesota State Colleges and Universities (MinnState) Vehicle Fleet Safety Program, faculty and staff driving on college/university business, who use a rental or state vehicle, shall be required to complete a vehicle Use Agreement form and conform to MinnState’s vehicle use criteria and consent to motor vehicle records check annually.

+ BSU and NTC are tobacco free workplaces ( see policy ) .

Work Shift (Hours / Days of work)

Unlimited Full-time; Monday – Friday 8:00 a.m. – 4:30 p.m.

Telework (Yes/No)

No

**Internal Bid Process** - Open for Bids from eligible AFSCME members from 1/20/2026 – 1/26/2026. Any current employee interested in this position and eligible to bid should submit a Bid Application (https://www.bemidjistate.edu/offices/human-resources/prospective-employees/) by 4:30 p.m. on Monday, January 26, 2026, to Mary Miller in the HR office at [email protected] . The bid form may also be found on the Human Resources website (https://www.bemidjistate.edu/offices/human-resources/prospective-employees/) .

**Note:** Internal bid applications will be considered prior to filling the position via the public application process and, therefore, this posting may be closed due to contractual obligations.

**Inquiries about the position** :

Stephanie Bard, Financial Aid Director

Phone: 218-755-2263

Email: [email protected]

If you have general questions about this posting or submitting an application or bid, contact Mary Miller at [email protected] .

About

UNIVERSITY / COMMUNITY

WHY BEMIDJI:

It’s more than a job. It’s an opportunity for the extraordinary.

_On the idyllic shores of Lake Bemidji, cradled among the limitless natural beauty of the North Woods and neighbored by Minnesota’s three largest Indigenous nations, Bemidji State University offers opportunities for the extraordinary._

Bemidji State University has been ranked as one of the top 30 public institutions in the Midwest region by U.S. News & World Report each year since 2019. BSU offers its diverse student body a comprehensive spectrum of opportunities with nearly 120 undergraduate degrees and emphasis areas in more than 50 areas of study, 14 pre-professional programs, and 14 graduate programs and certificates.

As Bemidji State continues its second century of service, our vision is simple: we educate people to lead inspired lives. To achieve this, BSU centers diversity, equity and inclusion as a core value and strives to create a campus culture in which all members are free to be their authentic selves. BSU also proactively engages with Indigenous communities in northern Minnesota and nationwide toward its goal of becoming a destination university.

BSU is a member of the Minnesota State system of colleges and universities, the third-largest system of higher education institutions in the United States. It shares a unique alignment with Northwest Technical College, with administration and student services generally having dual responsibilities to serve both campuses. Through this alignment, NTC students can take advantage of services, support, activities, and opportunities at BSU that expand and enhance their college experience — such as full access to BSU’s library and the ability to live in BSU’s on-campus resident housing.

For the first time, a joint strategic planning process will guide the future directions for both institutions. The schools are pursuing four shared strategic priorities: student success, the Nisidotaading initiative, northern distinction, and telling our story. These priorities will serve as the foundations for master planning processes for facilities, academic programs, fundraising, information technology, intercollegiate athletics, and diversity, equity, and inclusion, among others.

The Nisidotaading initiative — named for an Ojibwe phrase meaning “building mutual understanding” — is creating a statewide center of excellence. It will develop communities of practice meant to help Minnesota State colleges and universities better educate their campus communities on historical trauma and lived experiences of their Indigenous populations, and how to most effectively guide Indigenous students toward their educational goals. In addition, BSU is the first university in the United States to expose all of its students to a course on Indigenous people before graduation.

Bemidji State University acknowledges that it is located on land and water that is the current and ancestral homeland of the Ojibwe and Dakota. We acknowledge the painful history of genocide, forced assimilation, and efforts to alienate the Indigenous inhabitants from their territory here. We honor and respect the many diverse Indigenous peoples still connected to this land, retained tribal sovereignty, treaty rights, and cultural resilience. Indigenous people are spiritual and physical caretakers of this land to which we all belong. Bemidji State University respects these sacred lands, stands with the community members from these Nations, and will fight injustice in all its forms.

At Minnesota State, the work we do is more than just a job. In their pursuit of purpose, connection, and growth, our employees play a critical role on our campuses. They develop policies, provide essential services, and work to improve the well-being and quality of life for our students and for all Minnesotans. Minnesota State is committed to equity and inclusion, and we invest in our employees by providing benefits, support resources, and training and development opportunities. **Unlock your potential through possibility.**

The City of Bemidji

Bemidji State University and Northwest Technical College lie amid the lakes and forests of northern Minnesota. Bemidji State occupies a wooded campus along the western shore of Lake Bemidji while Northwest Technical College lies just three miles east, near Bemidji’s robust industrial district.

The city sits between Minnesota’s three largest American Indian tribal nations: the Leech Lake Band of Ojibwe, the Red Lake Nation and the White Earth Nation. When settling the Bemidji area in 1750, the Ojibwe people named the lake Bemidjigamaag, which means “a lake with crossing waters” as the Mississippi River flows in from the south and exits on the east. Today, a city proper with a population of around 15,000 serves as a regional economic and cultural hub for about 100,000 Minnesotans.

Located just minutes away from a thriving downtown Bemidji, both the BSU and NTC campus communities have convenient access to affordable restaurants, fine-dining experiences, cozy coffee shops, grocery stores — including a natural foods co-op — city parks, and nearly unlimited outdoor recreational opportunities. Small, locally-owned shops and art sculptures line Bemidji's downtown streets, while national chains are also found in and around the area. The historic Paul Bunyan Playhouse has a calendar of classic shows, restaurants offer weekly live music performances, the First Friday Art Walk provides a tour of new monthly art exhibits, and annual festivals bring the community together throughout the year.

Additionally, the North Woods setting means students, staff, and faculty have a variety of activities available at their fingertips year-round. With more than 400 lakes — and a 240-acre research forest owned by BSU — within 25 miles of the city, there is easy access to kayaking, canoeing, swimming, boating, paddle boarding, hunting, hiking, biking, foraging, fishing, and more. An expansive network of multi-use trail systems is available for running, cross-country skiing, single-track or fat-tire biking, and skijoring. Further, downhill skiing, snowboarding, and tubing lie just north of Bemidji at the Buena Vista Ski Area.

Bemidji is also near two of Minnesota’s 66 state parks: Lake Bemidji State Park, which sits along Lake Bemidji’s northern shore, and Itasca State Park, home to the majestic Mississippi River Headwaters. Both parks are popular recreational and camping destinations where locals and tourists gather for sailing, swimming, and fishing during the summer months, and skating, hockey, curling, and—yes—more fishing in the winter.

Of course, no tour of Bemidji is complete without a visit to — and a selfie with — its two most famous residents: the iconic statues of Paul Bunyan and his trusty companion, Babe the Blue Ox. The famed duo, which has greeted visitors to Bemidji since 1937, is on the National Register of Historic Places and was once ranked by Kodak as the second most-photographed statue in America.

For further information** About BSU (https://www.bemidjistate.edu/offices/president/search/presidential-search-profile/about-bsu/) **visit our website at:** **http://www.bemidjistate.edu

**Review a "special report on how this former lumber town has rebuilt itself as a high-speed, regional center of enterprise" at** Bemidji 2.0 (http://tcbmag.com/news/articles/2017/february/bemidji-2-0)

Other Resources:

+ Visit Bemidji – https://www.visitbemidji.com/

+ 218 Relocate / Greater Bemidji – https://www.218relocate.com/

+ Bemidji Area Chamber of Commerce – https://www.bemidji.org/

+ Explore Minnesota – https://www.exploreminnesota.com/article/top-things-to-do-bemidji

Statement of** **Notice:

Bemidji State University prohibits discrimination and sexual violence of any kind. Contact the Title IX Coordinator if you have concerns regarding discrimination and/or sexual violence.Per Minnesota State System Procedure 1B.3.1 , all universities and colleges must provide contact information of their Title IX Coordinator.

Megan Zothman, Campus Human Resources Officer & Title IX Coordinator

Email: [email protected] or [email protected]

Phone: (218) 755-2502

1500 Birchmont Drive NE, Deputy Hall, Room 335, Bemidji, MN 56601

_Bemidji State University is an Affirmative Action Equal Opportunity Employer and Educator. This document is available in alternative formats to individuals with disabilities. Consumers with hearing or speech disabilities may contact us via their preferred Telecommunications Relay Service._

Benefits Information:

At Minnesota State, we have a GREAT BENEFITS PACKAGE! Our generous benefits include 11 paid Holidays, Vacation Time, Sick Time, six weeks of Paid Parental Leave, low cost medical and dental insurance with low deductibles ($250 - $1500), a Pension Plan, 457(b) and 403(b) retirement plans and other retirement investment options, pre-tax medical and dental expense (with roll-over option) and dependent care accounts, employer paid life insurance, short and long term disability, as well as professional development and a tuition waiver program for employees and their dependents, etc. We promote the health and well-being of our employees and take work/life balance seriously.

Desired Start Date:

03-23-2026

Position End Date:

Open Date:

01-15-2026

Close Date:

01-15-2026

Posting Contact Name:

Mary Miller

Posting Contact Email:

[email protected]