Financial Aid Operations Coordinator

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. 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 Financial Aid Operations 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

• Provides excellent customer service; primarily through heavy telephone contact, e-mail, appropriate follow up, and assists students at the front counter
• 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
• 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
• 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
• Create and maintain the office social media presence on campus
• Ensures completeness, accuracy, and timeliness of production functions within area of responsibility

Knowledge, Skills & Abilities

• Knowledge of University methods, procedures and practices
• Ability to compose and appropriately format correspondence and reports
• Excellent oral and written communication skills
• Excellent customer service and public relations skills
• Ability to keep current on various Enrollment and Financial Aid and Scholarship Office Service information, policies, and procedures, and recall, access, and interpret wide range of information to address customer's questions and service needs
• 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
• Working knowledge of budget policies and procedures
• Ability to formulate daily and weekly reports for both internal and external use
• 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 handle multiple work priorities, organize and plan work and projects
• Ability to maintain confidentiality and appropriately handle sensitive communications with employees and external agencies
• Knowledge of all federal and state Financial Aid programs including grants, loans and work study with ability to explain processes
• Ability to build and maintain relationships for work responsibilities and customer service
• Must maintain basic knowledge to explain information to students
• 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 (2) years of related office work experience or a combination of education and experience which demonstrates the ability to perform the essential functions of the position

Preferred Qualifications

• Experience providing customer service in a records environment
• Experience with Microsoft Office Software
• Excellent written communication skills

Compensation

Classification: Administrative Support Coordinator I Anticipated Hiring Range: $3,680/month CSU Salary Range: $3,680/month - $5,783/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 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: March 26, 2024 through April 9, 2024 . 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 [email protected] 408-924-2252

CSU Vaccination Policy

The CSU strongly recommends that all individuals who access any in-person program or activity (on- or off-campus) operated or controlled by the University follow COVID-19 vaccine recommendations adopted by the U.S. Centers for Disease Control and Prevention (CDC) and the California Department of Public Health (CDPH) applicable to their age, medical condition, and other relevant indications and comply with other safety measures established by each campus. The system wide policy can be found at and questions may be sent to [email protected].

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. SJSU IS NOT A SPONSORING AGENCY FOR STAFF OR MANAGEMENT POSITIONS. (e.g. H1-B VISAS) 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. Incumbent is also required to promptly report any knowledge of a possible Title IX related incident to the Title IX Office or report any discrimination, harassment, and/or retaliation to the Office of Equal Opportunity.

Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act and Campus Housing Fire Safety Notification:

Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, the Annual Security Report (ASR) is also now available for viewing at The ASR contains the current security and safety-related policy statements, emergency preparedness and evacuation information, crime prevention and Sexual Assault prevention information, and information about drug and alcohol prevention programming. The ASR also contains statistics of Clery crimes for San José State University locations for the three most recent calendar years. A paper copy of the ASR is available upon request by contacting the Office of the Clery Director by phone at 408-924-1501 or by email at [email protected].

Pursuant to the Higher Education Opportunity Act, the Annual Fire Safety Report (AFSR) is also available for viewing at The purpose of this report is to disclose statistics for fires that occurred within SJSU on-campus housing facilities for the three most recent calendar years, and to distribute fire safety policies and procedures intended to promote safety on Campus. A paper copy of the AFSR is available upon request by contacting the Housing Office by phone at 408-795-5600 or by email at [email protected].

Campus Security Authority - In accordance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (Clery Act) and CSU systemwide policy, this position is subject to ongoing review for designation as a Campus Security Authority. Individuals that are designated as Campus Security Authorities are required to immediately report Clery incidents to the institution and complete Clery Act training as determined by the university Clery Director.

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: March 26, 2024 (9:00 AM) Pacific Daylight Time Applications close: