Administrative Assistant II

Title: Administrative Assistant II

Salary Range: $31,680 minimum salary

Contract Term Length: 12 Months

Standard Hours: 37.5

Work Location: On-Site

FLSA Status: Non-Exempt

College: Madisonville Community College

Campus Location: North Campus, 2000 College Drive

Department: Financial Aid

Total Rewards

Madisonville Community College offers a competitive benefits package and an attractive work environment that supports excellence, innovation, and creativity, including:

• Exceptional health care, vision, and dental coverage for you and your family
• Tuition reimbursement/waiver for you, your spouse, and dependents
• 403(b) retirement plan: a 5% employee contribution receives a 10% employer match
• Vacation/Sick Time
• Work-Life Balance
• 9.5 Paid Holidays
• 2 Weeks Institutional Closing Pay (Last 2 weeks of December) for qualifying positions
• Employee Assistance Program

Job Summary

Provides complex administrative support to a department or group of professionals supporting unit goals.

Job Duties:

Provides comprehensive administrative and operational support to the Financial Aid Office while ensuring exceptional customer service to students, families, faculty, and staff.
• Serves as the primary point of contact for the Financial Aid Office by answering phones, monitoring the financial aid email account and voicemail, responding to inquiries, scheduling counseling appointments, and directing students to appropriate resources.
• Reviews student records and completes aid disbursement checklists to ensure students meet eligibility requirements prior to the release of financial aid funds.
• Reviews and processes student files marked with incomplete or complete statuses containing errors and works with students to resolve outstanding issues.
• Assists with the administration of financial aid by processing housing and income verification forms, third-party sponsorships, tuition waivers, external scholarships, concurrent enrollment, and bookstore authorizations.
• Maintains and updates scholarship tracking spreadsheets and assists with scholarship processing and reconciliation.
• Coordinates Federal Work-Study students assigned to the Financial Aid Office daily tasks, and coordinating office coverage.
• Maintains the organization and efficiency of the Financial Aid Office, including electronic and physical filing systems, shredding confidential documents, updating forms, maintaining digital displays and bulletin boards, ordering office supplies, and ensuring the front office remains organized and welcoming.
• Maintains and updates communication platforms, including Signal Vine messaging, to support student outreach and engagement.
• Maintains communication with students regarding financial aid releases.
• Prepares and maintains bookstore authorization lists and assists with other financial aid operational reports.
• Assists with outreach activities by participating in FAFSA completion events, recruitment activities, workshops, financial literacy presentations, and other student engagement initiatives.
• Annually reviews and updates institutional Pell Grant award charts and related financial aid reference materials to reflect current tuition rates, Pell Grant awards, Kentucky Educational Excellence Scholarship (KEES), College Access Program (CAP), and other aid programs.
• Maintains confidential student records and performs all duties in compliance with federal, state, institutional, and Kentucky Community and Technical College System (KCTCS) policies and regulations.
• Performs other duties as assigned in support of Financial Aid Office operations.

Minimum Qualifications:

• High school degree and one to three years of related experience or equivalent. Associate degree preferred.
• Proficient in Microsoft, with primary work in Excel.

Application Process: Application Deadline: August 15, 2026

Applicants must complete and submit:
• Online application – https://careers.kctcs.edu/madisonville
• Cover letter.
• Resume/CV
• Copy of all college transcripts. Official transcripts are needed within 30 days of hire.
• Kentucky State Law requires state and national pre-employment background checks as a condition of employment.
• Applicants will be notified if selected for an interview. Search may be extended if additional candidates are needed.


 

Employee Rights - Employee Polygraph Protection Act

Equal Opportunity Employer - The Kentucky Community and Technical College System is an equal educational and employment opportunity institution.