Operations Assistant II-Financial Aid

Position Category: Staff (Non-Exempt)
FLSA: Non-exempt
FTE: 1
Location: Thousand Oaks

University Background:
The mission of California Lutheran University is to educate leaders for a global society who are strong in character and judgment, confident in their identity and vocation, and committed to service and justice. Founded in 1959 in beautiful Ventura County, the university has an enrollment of about 4,000 undergraduate and graduate students who come from across the nation and around the world from a diversity of backgrounds, cultures and faiths. As a federally recognized Hispanic-Serving Institution, Cal Lutheran is looking for candidates with a dedication to and success in working in diverse communities. The university is committed to an inclusive learning and work environment that values individual differences and respects each persons dignity.

Basic Function:
Under the direction of the Director of Financial Aid and supervision of the Associate Director of Financial Aid, The Financial Aid Operations Assistant II performs a variety of responsible and complex administrative and operational support duties for the Office of Financial Aid; organizes and coordinates office activities and communications to assist the administrator with assigned functional areas of responsibility.

Representative Duties:
Performs a variety of administrative support duties, including (but not limited to): filing; record-keeping; initiating and answering telephone calls; receiving, screening, and referring visitors; word processing; faxing; taking messages as necessary; processing information related to assignments; and other duties as needed. E
Coordinates communications between the administrator and university personnel, parents, students, educational institutions, vendors, and other constituencies; uses effective customer service techniques to communicate with students and families on basic financial aid options and resolving financial aid related issues; works as a liaison between students and financial aid counselors. E
Coordinates student employee training, tasks and assignments; collaborates with assigned Financial Aid staff member on general supervision of student employees. E
Manages incoming and outgoing mail and e-mail. E
Organizes pre-verification efforts and coordinates with student employees in the collection and preparation of student files prior to transfer to financial aid staff. E
Assists in the management of communicating follow-up to students regarding missing documentation. E
Manages cash transmittals for designated third-party aid, including (but not limited to): Continuing and Professional Education (CPE), loan checks and outside scholarships.
Maintains a variety of records, logs and files, including information of a confidential nature; maintains strict confidentiality of information and records. E
Reviews, corrects and compiles a variety of information; verifies data for accuracy, completeness and compliance with established procedures; inputs and retrieves data in computer system as required; assists in ensuring the integrity of admission and financial data such as test scores, transcripts, financial data and other student record information; updates student financial aid information from various sources. E
Responds to complaints, concerns, and requests for information from students, parents, staff, and the general public regarding issues, programs, policies, and procedures; resolves issues and complaints with confidentiality, tact, sensitivity, and expedite referrals to appropriate responsible party for resolution with expediency. E
Collaborates with Admissions personnel to coordinate visitor and telephone traffic . E
Prepares a variety of narrative, statistical and graphic representations of information including letters, memoranda, bulletins, graphs, charts, forms, reports, contracts, handbooks, informational pamphlets and other materials. E
Maintains and updates departmental calendars as needed; schedules meetings, conferences, travel, and appointments for professional staff as needed; plans and organizes events as needed. E
Performs routine typing or data entry using a computer; maintains and distributes as necessary minutes of staff meetings. E
Ensures efficient general operation of office.
Manages office supplies, equipment, and storage of office supplies.
Operates a variety of office equipment such as computer, copier, fax and other office machines as assigned.
Assists in communicating needs toward the technological advancement of financial aid systems and operations including file storage, automation and application processes.
Assists in the coordination of large direct mail projects; generates lists and labels from queries; generates mail merge letters.
Assists in representing the Financial Aid Office during University events and instructional presentations, both on and off campus.
Attends and participates in training sessions and conferences as assigned.
Assists with special projects as assigned.
Performs other duties as assigned.

E=Essential Duties

Knowledge Of:
Financial aid regulations and programs
Modern office practices, procedures, and equipment.
Record-keeping, filing, and information organizing techniques.
Interpersonal skills using tact, patience and courtesy.
Correct English usage, grammar, spelling, punctuation and vocabulary.
Public relations and customer service techniques.
Managing multi-line phone systems using professional telephone techniques and etiquette etiquette and courtesy to answer questions and relay messages.

Ability To:
Coordinate, organize, and oversee general office activities.
Meet schedules and deadlines.
Greet and assist visitors with high-energy, positive and professional attitude; Provide excellent and efficient customer service.
Answer telephone and greet the public courteously.
Schedule and coordinate meetings, conferences and appointments.
Understand and follow oral and written directions.
Maintain successful performance in a high-volume and confidential service environment.
Interact effectively with constituents of diverse cultural and socio-economic backgrounds.
Establish and maintain cooperative and effective working relationships with others.
Learn new and changing concepts and communicate complex regulations efficiently to constituents.
Communicate effectively, both orally and in writing.
Maintain records and prepare reports.
Organize and prioritize work.
Maintain strict confidentiality and work with discretion.
Operation of a computer terminal, data entry techniques and specified software including Microsoft Office products (Outlook, Word, Excel, PowerPoint, etc.).

Minimum Qualifications:
Any combination equivalent to: Two years of college-level coursework in business, education, or related area and two years of relevant office experience in providing administrative support with extensive public interaction

Preferred Qualifications:
Bachelors degree
Experience in a college student services and/or financial aid office environment is preferred.
Fluency in Spanish

Licenses and Other Requirements:
Position may require ability to work some evenings and weekends.

Physical Abilities:
Detect to understand appropriate written correspondence; operate a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer; communicate to exchange information in person, in writing, on the telephone and by email; stationary position for extended periods of time; move or transport light objects; position self to store and/or retrieve files.

Working Environment:
Office environment.
Constant interruptions.

Hiring Range $20.00-$21.50
Posting Number: Staff002862022
Open Date: 08/11/2023
Close Date: 8/27/2023

To apply, visit https://careers.callutheran.edu/postings/11148

California Lutheran University is committed to providing equal opportunity in employment for all persons, regardless of race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, marital status, sex, age, sexual orientation, genetic information, gender, gender identity or expression, or any other basis protected by applicable law. No person shall be excluded from participation in, be denied the benefits of, or be subjected to discrimination in any program, activity or facility of the University on the basis of these factors in a manner consistent with applicable federal and state laws, regulations, ordinances, orders and rules, and Universitys policies, procedures, and processes.

Upon request, reasonable accommodations in the application process can be provided to individuals with qualifying disabilities. Please contact the Human Resources Department for further information or to request an accommodation.

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