Assistant to the Director of Financial Aid

Type of Appointment : Full Time, Probationary

Job Classification : Administrative Analyst/Specialist Non-Exempt

Anticipated Hiring Range : $42,216 - $50,388 annually

Work Hours : Monday - Friday, 8am - 5pm, unless otherwise notified

Recruitment Closing Date : January 2, 2024

Other : Priority consideration will be given to internal candidates.

THE DEPARTMENT:

The Office of Financial Aid & Scholarships is an organizational unit of the Division of Academic Affairs, which strives for excellence through a student-centered philosophy.

The Office of Financial Aid & Scholarships supports the University's mission, vision, and strategic plan goals. We provide financial aid services to students and customers, including counseling and outreach activities designed to promote awareness and facilitate solutions related to meeting the cost of education at Cal Poly Pomona. Our office follows the Statement of Ethical Principles and Code of Conduct established by the National Association of Student Aid Administrators and the Principles of Excellence established by Presidential Executive Order. We provide access to federal, state, university, donor, and other types of financial resources to assist students in their enrollment, retention, and graduation. We strive to effectively communicate, counsel, and ensure these resources are delivered in a timely manner. This mission is accomplished by:

• Promoting successful enrollment and persistence through timely delivery of financial aid.
• Offering support through counseling, outreach and effective communication
• Promoting academic success through monitoring of academic progress and collaboration with student support offices and faculty.
• Promoting financial success through delivery of information on financial literacy and debt management
• Cultivating campus relationships with faculty, staff and students
• Creating an office culture of service and knowledge that is empathetic to student needs by providing training and opportunities for good morale.

DUTIES AND RESPONSIBILITIES:

Management Support

Independently plan and schedule monthly meetings with the Director and direct reports:

• Initiate the requests, maintains the Director's calendar, confirms meetings, requests agenda items, sends meeting reminders, and prepares appropriate documentation for each meeting.
• Liaison between the Office of Financial Aid and Scholarships and direct reports; assisting with operational and procedural office and administrative difficulties.
• Liaison between the Office of Financial Aid and Scholarships and other University departments and divisions.
• Assists the Director and Associate Directors on special projects and initiatives, including execution, coordination, implementation, and evaluation of the project.

Coordinates and schedules the Director and the Associate Director's travel:

• Makes decisions for registration for off-campus meetings
• Chooses hotel and flight arrangements
• Arranges for ground transportation
• Provides maps for ground travel
• Organizes any required individual and/or group meetings
• Processes reimbursement for all travel/meeting expenses through the Concur travel expense software
• Reconciles and submits monthly purchasing and travel credit card statements for the office

Office Support

• Provide day-to-day administrative support for the Director of Financial Aid and Scholarships. Includes a full range of complex work assignments involving the use of judgment and discretion.
• Performs work independently with general guidance and manages multiple work priorities.
• Understand, interpret, and communicate Office of Financial Aid and Scholarships policies and procedures when planning and coordinating work activities and providing direction to others. Serve as the administrative assistant and first point of contact for the Office of Financial Aid and Scholarships policies where work assignments include coordinating meetings, Zoom conference calls, complex projects, activities, inquiries, online chat, and responses for the Director.
• Work assignments require handling multiple work priorities and accountability for own work results.

Logs, reviews, and tracks all division HR-related documents (recruitments, in-range progressions, re-classifications, stipends, etc.).

• Evaluates documentation for proper routing and signatures.
• Routes paperwork via email to the appropriate parties for review, and to the Provost's Office for input.

Serve as a primary information resource and ensure continuous office operation, control workflow, and set priorities.

• Independently analyze and address problems using reasoning and interpretation of administrative theories to develop and recommend alternatives and the best course of action.
• Make independent decisions based on knowledge and understanding of the Director's priorities and goals.
• Plan and provide research in the development and implementation of Office of Financial Aid and Scholarships policies and procedures.
• Provide input and feedback on office automation planning and coordination.

Organize and present information and ideas to the Office of Financial Aid and Scholarships staff on behalf of the Director and Associate Directors.

Personnel Administration

• Serve as the Office of Financial Aid and Scholarships personnel payroll coordinator and timekeeper
• Assist the Director with sensitive and confidential personnel issues. Serve as primary liaison to Human Resources and Payroll Services on matters relating to management and staff recruitments, transfers, terminations, reclassifications, and other issues.
• Provide administrative support for departmental recruitments and searches adhering to university policies and procedures.
• Review position requests and recommends solutions to position and/or funding issues.
• Prepare and track personnel recruitments, searches, position descriptions, and performance evaluations.
• Assist with the development of job announcements and advertisements in appropriate media and organizations.
• Coordinate and schedule qualified candidates for interviews.
• Orient new staff of department and university policies and procedures.
• Coordinate with the Division of Information Technology for security change control, computer installation, workspace, phones, email access, etc.
• Confirm student assistant hours and, if needed, run the STR report (Federal Work Study Student only).

Budget Administration

Manage, monitor, and maintain the Director's office budget and oversee the cluster department budgets; oversees multiple funding sources including State and Foundation budgets.

• Process budget transfers, journal entries, billing, requisitions, purchase orders, staff reimbursements, and invoices for routine department activities as well as special events and committee budgets.
• Monitor's usage of department credit cards and processes/reconciles monthly balance and summary reports.
• Analyze fund use to compile and write weekly finance reports for the Director.
• Serve as a liaison to University Financial Services, Budget Office, Procurement and Support Services, and Foundation Financial Services.
• Collaborate with the director and advise the Director of significant budget issues, trends, irregularities and/or corrective actions.
• Analyze and make recommendations on expenditures, department needs, and other activities with potential budget impacts for consideration and/or approval and coordinates with Procurement, Budget Services, and University Financial Services to conduct activities related to fiscal year-end closeouts/administrative processing.

Office of Financial Aid & Scholarships

• Participates in all Office of Financial Aid and divisional staff meetings.
• Adheres to laws and policies established regarding computer data, records, accounting, and personnel by the California State University, Cal Poly Pomona, and the Office of Financial Aid and Scholarships to show sensitivity and appropriate conduct as a university employee.
• Performs administrative and programmatic duties as assigned
• Coordinate and/or compile department activities, programs, or events; compile and prepare various reports using office support technology and systems such as word processing, desktop publishing, spreadsheets, and databases to produce results.
• Provide annual year-over-year reports on numbers and audiences for presentations, usage trends for various media such as the Financial Aid website, Billy Chat, counseling appointments, applications, awards, etc.
• In coordination with the Scholarship Lead maintain and monitor a master list of all scholarship accounts controlled and administered by the campus.
• Coordinate with the Foundation to assist with reconciliation, when necessary, obtain a thorough knowledge of the Foundation budget system to be able to pull various reports for reconciliation, and assist the Scholarship Team with additional budget projects as necessary.

QUALIFICATIONS:

• Bachelor's degree AND/OR the equivalent training and administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs.

• Working knowledge of general practices, program, and/or administrative specialty; basic knowledge of and ability to apply fundamental concepts; working knowledge of budget policies and procedures; ability to learn, interpret, and apply a wide variety of policies and procedures relating to and impacting the applicable program, organizational unit, and/or administrative specialty; knowledge of basic methods and procedures for research and statistical analysis and the ability to apply them. Ability to analyze data and make accurate projections using business mathematics and basic statistical techniques; ability to organize and plan work and projects including handling multiple priorities; ability to make independent decisions and exercise sound judgment; ability to compile, write, and present reports related to program or administrative specialty; demonstrated ability establish and maintain cooperative working relationships.

PREFERRED EXPERIENCE:

• AA or bachelor's degree and/or three years of upper-level administrative office duties
• Analytical skills or ability to develop them
• Ability to understand problems from a broad perspective and anticipate the impact
• Ability to work independently
• Ability to handle multiple work priorities and projects
• Ability to use judgment and discretion to act when precedents do not exist
• Ability to troubleshoot office administration problems and respond to inquiries and requests
• Knowledge and understanding of CPP policies and procedures
• Strong customer service
• Thorough knowledge of executive level office procedure
• Skilled in desktop computing specifically Microsoft Outlook Suite
• Ability to use campus resources to acquire needed information

Out of State Work

The California State University (CSU) system is a network of twenty-three public universities providing access to a quality education through the support of California taxpayers. Part of CSU's mission is to prepare educated, responsible individuals to contribute to California's schools, economy, culture, and future. As an agency of the State of California, the CSU's business operations almost exclusively reside within California. The CSU Out-of-State Employment Policy prohibits hiring employees to perform CSU-related work outside California. For more information, go to

Background Check

Cal Poly Pomona will make a conditional offer of employment to final job candidates, pending the satisfactory completion of a background check (including a criminal records check). The conditional offer of employment may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. In determining the suitability of the candidate for the position, Cal Poly Pomona will give an individualized assessment to any information that the applicant submits for consideration regarding the criminal conviction history such as the nature, gravity and recency of the conviction, the candidate's conduct, performance or rehabilitation efforts since the conviction and the nature of the job applied for. For more information, go to

CSU Classification Salary Range

This position is part of the California State University Employees Union (CSUEU) bargaining unit 9. The CSU Classification Standards for this position are located on the following site: The CSU Salary Schedule is located on the following site: The classification salary range for this position according to the respective skill level is: minimum $3,518 and maximum $6,791 per month. Please refer to the anticipated hiring range for the appropriate salary rate for this particular position.

Employment Eligibility Verification

Cal Poly Pomona hires only individuals lawfully authorized to work in the United States. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire. For more information, go to

Security & Fire Safety

In compliance with state and federal crime awareness and campus security legislation, including The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, California Education Code section 67380, and the Higher Education Opportunity Act (HEOA), Cal Poly Pomona's Annual Security Report and Annual Fire Safety Report are available for viewing at: and

Pay Transparency Nondiscrimination

As a federal contractor, Cal Poly Pomona will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. For more information, see the Pay Transparency Nondiscrimination Provision poster.

Reasonable Accommodation

We provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact the ADA Coordinator by email at [email protected]. For more information, go to Employment Notices.

Equal Employment Opportunity

Cal Poly Pomona is an Equal Opportunity Employer, committed to promoting an inclusive and diverse workforce. The university subscribes to all state and federal regulations that prohibit discrimination based on race, color, religion, national origin, sex, gender identity/gender expression, sexual orientation, marital status, pregnancy, age, disability, genetic information, medical condition, and veteran or military status. We engage the talents of all qualified workers, regardless of their background. More information is available at Equal Employment Opportunity statement.

Other Notices

For other important employment notices, we invite you to visit Cal Poly Pomona's Employment Notices web page.

Advertised: Dec 12 2025 Pacific Standard Time Applications close: Jan 02 2024 Pacific Standard Time