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Financial Aid Operations Coordinator (2 Positions)

San Jose State University
California, United States
Salary Not Specified
Posted Date
Feb 1, 2021

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Position Type
Faculty Positions, Business & Management, Business Administration, Administrative, Business & Administrative Affairs, Business & Administrative Support, Financial Affairs, Student Affairs, Financial Aid, Other Student Affairs
Employment Type
Full Time
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Job Summary

Reporting to the Associate Director of Financial Aid Operations and Technology, the Financial Aid Operations Coordinator supports the successful implementation of student financial aid program services in the Financial Aid and Scholarship Office. Under general supervision, the coordinator will provide courteous and accurate customer service to all prospective students, university constituents, and campus community. The Financial Aid Operations Coordinator is primarily responsible for coordinating a variety of interrelated workflow processes to ensure the timely receipt, coding, referral and processing of financial aid documents related to the Financial Aid application and awarding process for all San Jose State University applicants. The coordinator coordinates, implements, and maintains clerical, administrative and customer support functions for all aspects of the Financial Aid services document management. The incumbent will also provide assistance to students and families in completing the financial aid process.

Key Responsibilities
  • Maintains general knowledge of all federal and state Financial Aid programs including grants, loans and work study with ability to explain the process
  • Participate at on-campus yield events explaining the financial aid process to perspective San Jose State University students
  • Interprets program criteria and office practices to be able to work effectively with student applicants
  • Answers routine staff and faculty questions and refers calls to appropriate areas, both within the department and throughout the University community
  • Interprets policies and procedures in order to put information together in new ways to develop practical, thorough and creative solutions, including workflow review implementation
  • Builds and maintains relationships for work responsibilities and customer service
  • Maximizes productivity through the use of appropriate tools; develops resources; creates timely and efficient workflow
  • Performs intake of and is responsible for all aspects of required financial aid documents
  • Coordinates document receipting and data/workflow processing
  • Analyzes data for input into OnBase indexing software
  • Receives, verifies, and ensures the completion of all supporting financial documents
  • Updates the On-Base and PeopleSoft Student Administration module by coding the receipt of verified documents and completion of the data retrieval process
  • Communicates to student through the OnBase System of incomplete documents and steps for resolution
  • Reviews various query reports and makes contact with student regarding status, when special projects are assigned
  • Scan, separate, and index document accordingly in order to keep the student’s file moving through the financial aid process cycle
  • Coordinates the compilation, tracking, and timely receipt of all documents required to process applications for the financial aid verification and awarding process
  • Completes and maintains student application status, and document verification/editing via computerized system
  • Performs credit checks for Federal Plus Loans
  • Completion of financial aid verification forms for outside agencies
  • Completes the suspense reports to determine accuracy of the data received from the financial aid processors
  • Reviews student financial data and record components within PeopleSoft. Must maintain basic knowledge to explain information to students
  • Coordinates workflow with the Counseling and Advising group for the timely completion of data entry, document collection, financial document updates, and completion of files in preparation for verification
  • Provide assistance with the financial literacy program to provide financial empowerment to students
  • Provide assistance in the preparation and monitoring at financial aid workshops (IE: completion of surveys, assisting the presenter, etc.). Workshops include but are not limited to financial literacy, financial aid application completion, exit counseling
  • Provide support to the Economic Crisis Response Team (ECRT) in working with students on activities in support of student success
Knowledge, Skills & Abilities
  • Ability to compose and appropriately format correspondence and reports
  • Ability to perform standard business math, such as calculate rations and percentages, track financial data and make simple projections
  • Excellent oral and written communication skills
  • Excellent customer service and public relations skills
  • Ability to engage in effective interpersonal communications, and to direct, inform, instruct, guide, and assist visitors/callers appropriately
  • Knowledge of databases and software applications such as: word processing, spreadsheet, web browser, File Maker Pro, or comparable databases
  • Ability to coordinate and prioritize multiple tasks for a variety of policies and procedures where specific guidelines may not exist
  • Ability to apply independent judgment, discretion, and initiative to address problems and develop practical, thorough, and creative solutions
  • Ability to perform accurately in a detail-oriented environment
  • Ability to handle multiple work priorities, organize and plan work and projects
  • Ability to maintain confidentiality and appropriately handle sensitive communications with employees and external agencies
  • Ability to build and maintain relationships for work responsibilities and customer service
  • Ability to handle effectively a broader range of interpersonal contacts, including those at a higher level and those sensitive in nature
Required Qualifications
  • Completion of a high school program, technical/vocational program, or their equivalents
  • Two years of related office work experience
Preferred Qualifications
  • Experience providing customer service in a records environment
  • Experience with Microsoft Office Software
  • Excellent written communication skills


Classification: Administrative Support Coordinator I
Anticipated Hiring Salary: $3,400/month
Hiring Range: $2,846/month - $5,148/month

San José State University offers employees a comprehensive benefits package typically worth 30-35% of your base salary. For more information on programs available, please see the Employee Benefits Summary .

Application Procedure

Click Apply Now to complete the SJSU Online Employment Application and attach the following documents:
  • Resume
  • Letter of Interest
All applicants must apply within the specified application period: February 1, 2021 through February 17, 2021 . This position is open until filled; however, applications received after screening has begun will be considered at the discretion of the university.

Contact Information

University Personnel

Additional Information

Satisfactory completion of a background check (including a criminal records check) is required for employment. SJSU will issue a contingent offer of employment to the selected candidate, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was offered the position on a contingent basis.

The standard background check includes: criminal check, employment and education verification. Depending on the position, a motor vehicle and/or credit check may be required. All background checks are conducted through the university's third party vendor, Accurate Background. Some positions may also require fingerprinting. SJSU will pay all costs associated with this procedure. Evidence of required degree(s) or certification(s) will be required at time of hire.


All San José State University employees are considered mandated reporters under the California Child Abuse and Neglect Reporting Act and are required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.

Equal Employment Statement

San José State University (SJSU) is an Equal Opportunity/Affirmative Action employer committed to nondiscrimination on the basis of age, ancestry, citizenship status, color, creed, disability, ethnicity, gender, genetic information, marital status, medical condition, national origin, race, religion or lack thereof, sex, sexual orientation, transgender, or protected veteran status consistent with applicable federal and state laws. This policy applies to all SJSU students, faculty and staff programs and activities. Title IX of the Education Amendments of 1972, and certain other federal and state laws, prohibit discrimination on the basis of sex in all education programs and activities operated by the university (both on and off campus).

Advertised: February 01, 2021 (9:00 AM) Pacific Standard Time
Applications close:

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