Administrative & Financial Aid Assistant

Position Summary

The Administrative & Financial Aid Assistant serves as a welcoming first point of contact for students, families, community members, and visitors to the Student Services Department at Leech Lake Tribal College. As a Tribal College rooted in the Leech Lake Ojibwe community, LLTC is committed to providing student services that honor Ojibwe culture, values, relationships, and ways of knowing while responding to the individual needs of the students and families we serve. The Administrative & Financial Aid Assistant contributes to this work by providing respectful, relationship-centered and culturally responsive service and by helping students navigate College and financial aid processes in a supportive and accessible manner.

This position provides administrative support across the Student Services Department, with primary responsibility for assisting the Financial Aid Office and the Dean of Student Services. Responsibilities include welcoming and directing students and visitors, responding to inquiries, assisting students with financial aid processes and required documentation, maintaining records, coordinating appointments, and supporting departmental programs and daily operations.

Because Student Services is often a student's first point of contact when assistance is needed, the individual in this position must be approachable, respectful, dependable, and committed to helping students navigate College processes without creating unnecessary barriers. The position requires an understanding of and respect for the Leech Lake Ojibwe community, a willingness to continue learning about Ojibwe culture and values, and a commitment to creating an environment where students and families feel welcomed, respected, and supported.

Qualifications

Minimum Qualifications

• Associate's degree and two years of experience related to the duties and responsibilities of the position.
• Demonstrated ability to provide respectful, responsive, and student- or community-centered service.
• Strong organizational skills and the ability to manage multiple responsibilities in a busy, student-focused office environment.
• Effective written and verbal communication skills.
• Ability to establish positive and professional relationships with students, families, community members, employees, and visitors.
• Ability to maintain confidentiality and appropriately handle sensitive student and institutional information.
• Ability to use computers, email, Microsoft Office applications, and other office technology.
• Ability to interpret, learn, and follow policies, procedures, guidelines, and regulations.
• Ability and willingness to learn federal, state, Tribal, and institutional financial aid programs, requirements, regulations, processes, and systems and to develop the knowledge necessary to effectively assist students with financial aid.
• Ability to learn and effectively use College student information, financial aid, document management, and other required systems.
• Understanding of and respect for the role of a Tribal College and a commitment to providing services in a manner that respects Ojibwe students, families, culture, and community.
• Valid Minnesota driver's license, current automobile insurance, and/or ability to meet LLTC's insurability requirements.
• Must successfully complete required pre-employment screening in accordance with LLTC policy.
• Native American Preference applies in accordance with LLTC policy.

Preferred Qualifications

• Bachelor's degree in a related field and one to three years of experience related to the duties and responsibilities of the position.
• Experience providing administrative, customer service, student support, financial aid, or community-based services, preferably within a Tribal, educational, or community setting.
• Previous financial aid experience or knowledge of financial aid programs and processes.
• Experience working with Ojibwe communities and/or Tribal communities.
• Knowledge and understanding of Ojibwe culture, values, community, and ways of knowing.
• Understanding of and commitment to the mission, vision, and goals of Leech Lake Tribal College.
• Experience working in a Tribal College, higher education institution, Tribal organization, or other Indigenous-serving organization.
• Experience with student information systems, financial aid systems, document management systems, or similar databases.
• Knowledge of FERPA and the importance of protecting student privacy and confidentiality.

Essential Responsibilities

1. Front Desk and Student Service: Serve as a welcoming first point of contact for Student Services by greeting students, families, community members, and visitors; answering telephone calls and general inquiries; scheduling appointments; and connecting individuals with the appropriate staff member, College department, service, or resource.
2. Student Support: Assist students in navigating College and Student Services processes by helping identify needed forms, documentation, services, resources, and next steps while providing respectful, responsive, and student-centered assistance.
3. Administrative Support: Provide administrative support to the Dean of Student Services and Student Services staff, including preparing correspondence and documents, maintaining records and files, coordinating schedules and meetings, assisting with travel documentation and arrangements, data entry, scanning, filing, and other general office functions.
4. Financial Aid Assistance: Assist students and families with financial aid processes and requirements, including general information regarding the FAFSA and federal, state, Tribal, institutional, scholarship, and other financial aid opportunities. Provide routine financial aid information and refer matters requiring professional judgment, eligibility determinations, or regulatory interpretation to the appropriate Financial Aid staff member.
5. Financial Aid Processing and Documentation: Support the Financial Aid Office by receiving, reviewing, organizing, and tracking required documentation; maintaining student financial aid files; completing assigned data entry and routine processing; following up with students regarding missing information; and assisting with reporting, reconciliation, audits, program reviews, and other financial aid activities as assigned.
6. Financial Aid Knowledge and Training: Participate in required training and professional development and develop and maintain the working knowledge of federal, state, Tribal, and institutional financial aid programs, regulations, procedures, and systems necessary to effectively perform the financial aid responsibilities of the position.
7. Confidentiality and Records: Maintain accurate and organized student and departmental records and protect the confidentiality and security of student, employee, and institutional information in accordance with FERPA, applicable financial aid requirements, and LLTC policies and procedures.
8. Programs, Events, and Outreach: Assist with new and returning student orientation, registration activities, FAFSA and financial aid events, recruitment and retention activities, student programming, school and community outreach, College fairs, and other Student Services and College events.
9. Tribal College and Cultural Responsibility: Provide culturally responsive and relationship-centered service that reflects LLTC's identity as a Tribal College and honors Ojibwe culture, values, relationships, community, and ways of knowing. Contribute to an environment where students and families feel welcomed, respected, supported, and connected to the College community.
10. Technology and Communication: Use College technology and systems necessary to perform assigned responsibilities and assist with Student Services communications, student notices, informational materials, email, and approved College communication and social media platforms as assigned.
11. College Responsibilities: Participate in meetings, committees, trainings, and professional development as appropriate; respond to College communications in a timely and professional manner; and follow applicable College policies, procedures, handbooks, and departmental requirements.
12. Additional Responsibilities: Travel to schools, community events, College activities, trainings, and other locations as required and perform other duties as assigned.

Position Information

Department: Student Services

Employment Type: Full-Time, Monday–Friday, 8:00 a.m.–4:30 p.m. A flexible schedule may be required to accommodate College events, student activities, recruitment, orientation, and other Student Services programming.

Minimum Experience: Associate's degree and two years of experience related to the duties and responsibilities of the position.