Jobs at Prescott College

Student Success Center Operations Associate


Job ID#: 18-0507
Department: Financial Aid
Job Type: Staff - Full-time
Date Posted: Sat, 12 May 2018
Position Fill Date: Open until filled
Reports to: Director of Financial Aid

Job Summary   (Return to top)

Prescott College:

Founded in 1966, Prescott College is proud to celebrate its rich 50-year history of offering experientially centered undergraduate and graduate degrees both on campus and via distance learning. Undergraduate students work closely with individual graduation committees to design their own degree plans, pulling from seven study areas: adventure education; arts and humanities; cultural and regional studies; environmental studies and sustainability; interdisciplinary studies; psychology, counseling, and human development; and education. Graduate programs include adventure education, arts and humanities, counseling, education, environmental studies, social justice and community organizing, expressive arts therapy, adventure-based psychotherapy, ecopsychology, and equine-assisted mental health.

Noted as a College of Distinction, one of the Best 382 Colleges by the Princeton Review, one of the top ten Most Innovative Small Colleges, one of the Best Value Colleges in Arizona, one of the Best Online Master’s in Counseling, one of the Best Value Master’s in Counseling programs, one of the 13 most interesting institutions by the Fiske Guide, and a veteran supportive campus by the Arizona Department of Veterans Services.

Collaboration is emphasized over competition and interdisciplinary inquiry proceeds alongside professional skill development. Its courses are problem-based and solution-oriented; students work together to solve both local and global issues and help shape a more environmentally sustainable and socially just world.

The Prescott College campus is located in the mountain town of Prescott, Arizona, nestled between the ponderosa forests and grasslands at the confluence of the Granite Creek watershed. The mile-high city is ranked a Top Adventure Town by National Geographic Adventure Magazine, and one of the 7 Top Trail Towns according to Trail Runner Magazine. With over 450 miles of multi-use trails, world-class mountain-biking, a thriving rock- climbing scene, and nearby lakes for kayaking and canoeing, Prescott is an outdoor paradise. The Grand Canyon, Phoenix, Flagstaff, and the red rocks of Sedona are all within a two-hour drive. The historic downtown is just minutes from campus.


Facilitates the transfer of data between campus systems with primary oversight of data in the financial aid software system (PowerFAIDS), identifying and resolving issues as they arise.  Also serves as an initial point of contact for the financial aid department as well as on occasion for the entire One-Stop Student Success Center which encompasses financial aid, registrar, student billing, Veterans’ benefits certification and career services.  

Autonomy and Organization Impact:

Must work independently, using discretion and tact when communicating with students, parents, faculty and staff.  Must use good judgment to triage incoming calls and walk-ins and to determine when referrals to other staff is appropriate.  The incumbent must be able to balance conflicting priorities that pop up on a regular basis and be able to function well with frequent interruptions. 

Exercises responsibility for compliance with Title IV federal financial aid programs. Also exercises decision making responsibility when collecting and tracking financial aid files, federal forms, loan applications and incoming financial aid payments which includes grants and scholarships.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit; use hands and fingers; and talk or hear.  The employee is occasionally required to stand; walk; reach with hands and arms; and stoop, kneel, or crouch.  The employee must occasionally lift and/or move up to 50 pounds.  Specific vision abilities required by this job include close vision.

This position is within an office that works under immersive stress at crucial times. There is an emphasis on completing assigned tasks in a timely manner, as a crucial element to effectively discharge the responsibilities and duties of this position.

Work Environment:  

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  The noise level in the work environment is usually moderate.


Essential Responsibilities   (Return to top)

  • Runs a biweekly (2 times per week) data integration process from admissions database (Radius) and the campus student information system (Power Campus) to the financial aid software system (PowerFAIDS). Identifies and tracks issues and works with IT and admissions to troubleshoot and resolve integrity issues.
  • Runs anticipated aid report files for student billing and status reports for Admissions.
  • Transmits and receives all data files between processing centers for U.S. Dept of Education Student Financial Aid (including CPS, COD, and NSLDS) and the college and imports selected files into PowerFAIDS.
  • Generates and sends all financial aid communications including award letters, follow up letters, missing items letters, etc
  • Coordinates all mailings for the financial aid office.
  • Scans e-mail attachments and mail to student files using document imaging software.
  • Downloads electronic forms and scans to student files
  • Provides first level review of all incoming documents including outside scholarship checks.  Flags more complex documents for further review.
  • Updates document tracking in PowerFAIDS student module of all documents sent via any method to the financial aid office by students or parents.
  • Primary responder for the financial aid office phone. Provides first level review and response to all calls and if needed, transfers and routes calls requiring escalation.
  • Provides back-up One-Stop Student Success Center front desk coverage, assisting students, parents, and external customers with general financial aid, registrar, student billing, veterans’ certification and career services questions. 
  • Responds to first level college on-line chat inquiries and/or ensures others are responding as needed.
  • Ensures U.S. Mail is delivered and picked up daily for the Student Success Center from the Campus General Store.
  • Monitors and orders office supplies and external publications for the student success center.
  • Serves as primary web content manager for the Financial Aid Office.

Completes short term projects as they arise and other duties as assigned.

Education and Experience   (Return to top)

  • Minimum of one year related office experience.
  • Associates Degree or equivalent schooling is preferred.
  • Strong customer service, organizational and technical skills desired.
  • High level of proficiency in MS Excel and Word, and knowledge of relational databases
  • Familiarity with higher education institutions.

Prescott College is committed to Equal Opportunity Employment and supports excellence through diversity.   We encourage qualified applicants from historically underrepresented groups along with Veterans and AmeriCorps, Peace Corps and other national service alumni to participate in our recruitment efforts.