ADMINISTRATIVE SPECIALIST III (Guaranteed Access Grant Program Specialist)
Job Description
**Introduction**
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The Maryland Higher Education Commission (MHEC), is seeking an experienced and energetic individuals to fill the positions of Admin Specialist III in their Office of Student Financial Assistance (OSFA).
**GRADE**
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12
**LOCATION OF POSITION**
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Nancy Grasmick Education Building, 6 N. Liberty Street, Ground Floor, Baltimore, MD 21201
**Main Purpose of Job**
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The Maryland Higher Education Commission (MHEC) has two main purposes: (1) academic planning and policy analysis and (2) financial assistance. The Office of Student Financial Assistance is responsible for various State student financial assistance programs, administering over $100 million in grants, scholarships, and loan assistance repayment programs in Maryland. Financial assistance programs are identified by units and include need-based grants which are awarded on the basis of the student’s ability to pay; merit-based scholarships given to students with special talents; career-based scholarships for students entering certain workforce programs; loan assistance repayment programs; awards to unique populations, such as military veterans and legislative scholarships. The Administrative Specialist III position is responsible for providing administration for 1 or more programs within the assigned unit. The position reports directly to the Staff Specialist I – Higher Education of the assigned unit. Administration – includes evaluating student eligibility in accordance with state statutes and agency policies; maintaining accurate and detailed records; ensuring student eligibility and agency administrative compliance, generating reports for task prioritization; addressing student inquiries, and collaborating with other departments to meet student needs and agency goals. Responsibilities include providing specialized financial aid counseling, document processing, responding to phone and email inquiries from students, parents, and other constituents. This position provides day-to-day program administration and subject matter expertise for state student financial assistance programs. These programs are created by legislation and administered through the Maryland Higher Education Commission.
**POSITION DUTIES**
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The Administrative Specialist is a member of the Office of Student Financial Assistance (OSFA) at the Maryland Higher Education Commission, and is primarily responsible for carrying out the day-to-day responsibilities of State financial aid programs. The selected candidate will be responsible for the following activities:
* This position serves as a lead to the administration of designated financial assistance programs on a daily basis. State financial assistance programs are created by legislation, and assigned to the Maryland Higher Education Commission/Office of Student Financial Assistance for regulation.
* Analyzes and processes a variety of documents related to determining program eligibility for grants and scholarships. This may include such documents as applications, enrollment certification, high school transcripts, and other supporting documentation. Performs verification on selected files according to established rules and regulations outlined under Title IV financial aid. Analysis and processing must be in compliance with State law and Commission policies.
* Administers certain state assistance programs to include determining annual allocations for post-secondary institutions and complete internal and external annual reconciliation processes.
* Responsible for fielding calls and responding to e-mails from students, parents, and post-secondary institutions as they relate to more than 25 state-funded student financial assistance programs.
* Reviews appeal requests, and makes determinations regarding the outcome and provides timely responses to students regarding appeal decisions.
* Maintains on-line student records by updating inquiry and applicant files, inputting and verifying awards, and making changes based on the students’ eligibility.
* Responsible for performing award calculations and processes award letters ensuring the financial assistance award is posted to the correct institution.
* Respond to a high-volume and fast-paced operational setting that requires attention to detail and excellent customer service skills.
**MINIMUM QUALIFICATIONS**
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Education: Graduation from an accredited high school or possession of a high school equivalency certificate.
Experience: Two years of experience performing administrative staff, clerical, clerical technical, or secretarial work.
Notes:
1. Candidates may substitute 30 college credit hours from an accredited college or university for each year of the required experience.
2. Candidates may substitute U.S. Armed Forces military service experience as a non-commissioned officer involving staff work requiring regular use of independent judgment and analysis in applying and interpreting rules and regulations in accordance with agency laws and policies on a year-for-year basis for the required experience.
**DESIRED OR PREFERRED QUALIFICATIONS**
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Desired Qualifications:
The successful candidate will have experience working in:
1. Higher education in Finance, Accounting, Business Administration, or similar
2. Financial aid experience with a strong background in verification
3. Customer service skills, experience managing projects with deadlines, and working collaboratively as part of a team.
**LICENSES, REGISTRATIONS AND CERTIFICATIONS**
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Employees in this classification may be assigned duties which require the operation of a motor vehicle. Employees assigned such duties will be required to possess a motor vehicle operator’s license valid in the State of Maryland.
**SELECTION PROCESS**
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Please make sure that you provide sufficient information on your application to show that you meet the qualifications for this recruitment. All information concerning your qualifications must be submitted by the closing date. We will not consider information submitted after this date. Successful candidates will be ranked as Best Qualified, Better Qualified, or Qualified and placed on the eligible (employment) list for at least one year.
The resulting certified eligible list for this recruitment may be used for similar positions in this or other State agencies. 8/7/2024
For education obtained outside the U.S., a copy of the equivalent American education as determined by a foreign credential evaluation service must be provided prior to hire.
**Applicants must be legally authorized to work in the U.S.A without sponsorship for employment visa status (e.g., H1B status).**
Complete applications must be submitted by the closing date. Information submitted after this date will not be added.
**Incorrect application forms will not be accepted. Resumes will not be accepted in lieu of a completed application.**
**EXAMINATION PROCESS**
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The assessment may consist of a rating of your education, training, and experience related to the requirements of the position. It is important that you provide complete and accurate information on your application. Please report all experience and education that is related to this position.
**BENEFITS**
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**STATE OF MARYLAND BENEFITS**
**FURTHER INSTRUCTIONS**
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The online application process is STRONGLY preferred. If you are unable to apply online, you may mail a paper application and supplemental questionnaire to:
Department of Budget and Management
Recruitment and Examination Division
301 W. Preston Street, Room 608
Baltimore, Maryland 21201
ATTN: Kigen Waugh
Recruitment #24-002043-0044
The resulting certified eligible list for this recruitment may be used for similar positions in this or other State agencies.
As an equal opportunity employer, Maryland is committed to recruiting, retaining and promoting employees who are reflective of the State’s diversity.
People with disabilities and bilingual candidates are encouraged to apply. We thank our Veterans for their service to our country.
TTY Users: call via Maryland Relay
