Financial Aid Operations Coordinator (2 Positions)

About the role

The Financial Aid and Scholarship Office is seeking Financial Aid Operations Coordinators to support the delivery of student financial aid services and contribute to student success. Reporting to the Associate Director of Financial Aid Operations and Technology, this position provides exceptional customer service while coordinating critical document management and workflow processes that support financial aid application review, verification, and awarding.

Responsibilities

• Provide outstanding customer service to students, families, faculty, and staff through phone, email, front-counter support, and outreach events while explaining financial aid programs, processes, and requirements
• Cook up the receipt, review, verification, indexing, and processing of financial aid documents to ensure accurate and timely completion of financial aid applications and awards
• Maintain student records and workflow processes within financial aid and student information systems, including document tracking, status updates, and verification activities
• Collaborate with counseling, advising, and operations teams to support efficient workflow management, resolve issues, and improve service delivery
• Support financial literacy initiatives, workshops, social media engagement, and student success programs that help students understand and manage their financial resources

Requirements

Key Requirements:

• 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

Skills & Abilities

• Ability to compose and appropriately format correspondence and reports
• Perform standard business math, such as calculate ratios and percentages, track financial data and make simple projections
• Excellent oral and written communication skills
• Excellent customer service and public relations skills
• 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
• 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
• Formulate daily and weekly reports for both internal and external use
• Learn and apply applicable university infrastructure, policies, and procedures
• Coordinate and prioritize multiple tasks for a variety of policies and procedures where specific guidelines may not exist
• Organize and plan work and projects
• 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
• Handle effectively a broader range of interpersonal contacts, including those at a higher level and those sensitive in nature
• General awareness of emerging technologies, including artificial intelligence (AI), and a willingness to develop skills in their appropriate, responsible, and ethical use in a higher education environment, consistent with institutional policies and practices

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

Benefits

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.