Support Staff Position (non-exempt)
Position TitleOperations Assistant I - Temporary Part-Time
Salary ($US) and BenefitsSalary Range: $13.00 - $15.00
Basic FunctionUnder the direction of the Director of Financial Aid and supervision of the Assistant Director of Financial Aid, the Operations Assistant I for Financial Aid performs a variety of administrative and operational support duties for the Office of Financial Aid. Position responsibilities include organizing workflows, coordinating office activities, providing frontline customer service and assisting various staff members with functional assignments.
Representative DutiesDISTINGUISHING CHARACTERISTICS:
The Financial Aid Operations Assistant I is the entry-level class in the classification series and performs various entry-level administrative and operational support duties. The Financial Aid Operations Assistant II performs various responsible and complex administrative and operational support duties.
• Greets office visitors; initiates and answers telephone calls; screens and refers calls and visitors to appropriate personnel; takes messages as necessary. E
• Performs a variety of clerical and administrative support duties, including (but not limited to): filing; record-keeping; data entry; word processing; faxing; processing information related to assignments; and other duties as needed. E
• Performs document imaging and conversion tasks in accordance to departmental quality control standards and procedures for all incoming and current student files; ensures proper documentation and integrity of scanned images. E
• Assists with review and management of financial aid and student employment paperwork distributed to and from the front desk. E
• Assists with financial aid and student employment related programs and events. E
• Organizes pre-verification efforts and prepares files for transfer to financial aid counselors through the collaboration with financial aid counselors. E
• Communicates follow-up information to students with missing documentation through the collaboration with financial aid counselors. E
• Provides information and responds to requests for information from students, faculty and staff regarding University programs, policies, procedures and regulations. E
• Maintains a variety of records, logs and files including information of a confidential nature; maintains confidentiality of information and records. E
• Verifies data for accuracy, completeness and compliance with established procedures; inputs and retrieves computerized data in computer system as required. E
• Assists Financial Aid staff during peak periods to alleviate visitor/telephone overflow. E
• Schedules appointments and maintains calendar for professional staff. E
• Assists with large direct mail projects; generates lists and labels from queries; generates mail merge letters. E
• Operates a variety of office equipment such as computer, copier, fax and other office equipment as assigned. E
• Assists Financial Aid team with projects and other duties as assigned. E
• Performs other duties as assigned.
Knowledge Of• Record-keeping techniques.
• Telephone techniques and etiquette.
• Interpersonal skills using tact, patience, courtesy and empathy.
• Correct English usage, grammar, spelling, punctuation and vocabulary.
• Public relations and customer service techniques.
• Operation of a computer, data entry techniques and specified software including Microsoft Office (Outlook, Word, Excel, Access, etc.).
• Electronic imaging processes and storage requirements.
• Image and document formats.
Ability To• Meet schedules and deadlines.
• Answer telephone and greet the public courteously.
• Schedule and coordinate meetings, conferences and appointments.
• Relay messages, and screen and route calls.
• Establish and maintain cooperative and effective working relationships with others.
• Work in a fast-paced, high-volume and confidential service environment while
providing exemplary customer service.
• Be flexible; learn new concepts and adapt quickly to change.
• Effectively communicate with variety of students and families.
• Maintain records and prepare reports.
• Organize and prioritize work.
• Maintain strict confidentiality and work with discretion.
• Operate a computer and other office equipment.
Education and ExperienceMINIMUM QUALIFICATIONS:
Any combination equivalent to: two years of college level course work and one year of general office experience or equivalent.
• Experience in a college student service and/or financial aid office is desirable.
• Experience providing frontline customer service is a plus.
Busy office environment with constant interruptions.
Dexterity of hands and fingers to operate a computer keyboard; sitting for extended periods of time; speaking to exchange information in person or on the telephone.
Application ProcedureCompleted Application Packet includes:
• CLU Application
• Cover letter outlining your qualifications for this particular job
Only complete packets will be forwarded to the search committee. Please submit your cover letter and resume by email to firstname.lastname@example.org, or mail to:
California Lutheran University
Human Resources, MC1100
60 W. Olsen Road
Thousand Oaks, CA 91360
California Lutheran University is an equal opportunity employer. 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.