Financial Aid Intake Coordinator

Seaside, California
Apr 11, 2018
Institution Type
Four-Year Institution

Financial Aid Intake Coordinator

(Administrative Support Coordinator II)


Apply Today!  Open until filled.  Application Screening Begins: Tuesday, April 24, 2018


Under the general direction of the Director of Financial Aid and daily supervision of the Associate Director of the Financial Aid Office, the Financial Aid Intake Specialist provides a variety of complex administrative and technical support services for the customers of the Financial Aid Office. The Financial Aid Intake Specialist is a frontline contact assisting current/perspective students, staff, faculty, parents and community members at the Financial Aid Office. In addition, the Financial Aid Intake Specialist performs the full range of moderate to complex clerical work assignments and in support of the administrative objectives of the Financial Aid Office.

ESSENTIAL DUTIES AND RESPONSIBILITIES include, but are not limited to, the following:

  1. Provides telephone and counter coverage, answers inquiries from students, parents, and other campus staff and faculty covering a variety of complex financial aid concerns including application, processing, awarding procedures, forms, and satisfactory academic progress policies. Keeps up to date on changing financial aid policies and procedures utilizing Federal, State, and CSU, Monterey Bay manuals and memorandum.
  2. Meets with students and/or parents to resolve financial inquiries, using in-depth knowledge of the various hold programs and processes. Maintains confidentiality as outlined in the Department of Education’s Family Educational Rights and Privacy Act and California’s Educational Code Chapter 13 regarding sensitive student issues.
  3. Provides information and assists current/prospective students, faculty and staff regarding financial aid, student fees, and other services from Administration and Finance, Student Affairs and the university in general. Interprets, applies and explains state and university policies and procedures to clients, external agencies and the general public. Explains account issues to students, faculty or staff. Addresses and resolves a wide range of common and unique problems using reasoning and judgment. Develops practical, thorough and creative solutions requiring in-depth knowledge of the University and pertinent regulations, processes and structures.
  4. Processes all incoming emails and faxes and reviews documents for completeness, and handles follow-up for incorrect or incomplete documents.  Assists in the scanning of incoming documents and the set-up of student electronic records. Provides data entry of all documents received by the Financial Aid Office. 
  5. Provides training and oversite of student employees who provide front counter and document scanning assistance.  
  6. Provides assistance to students and their parents in completing the financial aid application in individual and group settings. Assists students with scholarship searches using the Internet and financial software programs.

Other Functions:

Perform other job-related duties and special projects as assigned.


Must be fully functional in all technical aspects of work assignments.  Comprehensive and detailed knowledge of applicable university infrastructure, policies and procedures. Thorough mastery of English grammar, spelling, punctuation and editing. Working knowledge of budget policies and procedures. Expertise in using office software packages, technology, and systems.

Ability to: independently handle multiple work unit priorities and projects; interpret and apply independently a wide variety of policies and procedures, and use judgment and discretion to act when precedents do not exist; troubleshoot most office administration problems and respond to all inquiries and requests related to assigned functions; understand problems from a broader perspective and anticipate the impact of office administration problems and solutions on other areas; analyze operational and procedural problems and develop, recommend and evaluate proposed solutions; perform business math, analyze budgetary data, and make accurate projections requiring some inference; effectively write and present own reports;  effectively handle interpersonal interactions at all levels and handle highly sensitive interpersonal situations; and use negotiation and persuasion skills to achieve results and expedite projects.


Fully functional knowledge of and skill in standard office procedures and practices, as well as an ability to understand and operate in a variety of organizational structures.  Thorough knowledge of English grammar, spelling, and punctuation and the ability to clearly communicate orally and in writing.  Knowledge of business mathematics beyond basic arithmetic. The ability to use and quickly learn new office support technology systems and software packages is also a prerequisite. These entry qualifications would normally be obtained through a high school program, technical/vocational program, or their equivalents combined with several years of related office work experience.


Demonstrated ability to address the essential functions associated with this position including knowledge and abilities identified above. Ability to utilize active problem solving and effective interpersonal skills; understand and input data; ensure efficient delivery of Financial Aid services; and establish and maintain effective working relationships within a diverse academic environment.

Progressively responsible general clerical work experience supporting, monitoring, and coordinating clerical work through a system of internal procedures and internal controls to ensure the efficient operation of an organization. Bachelor's degree related to advising. Financial Aid experience and experience working in a university setting. Technical fluency with Oracle/PeopleSoft, CSU Common Management System, or equivalent student information system; Hyland’s OnBase imaging system, Microsoft Office Professional Suite, and Google mail and calendaring programs


All offers of employment are contingent upon the successful completion of a background check (including a criminal records check).

The person holding this position is considered a “mandated reporter” under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083  as a condition of employment.

This position will have a duty to report to the Campus Title IX Officer information pertaining to victims of sex discrimination, sexual harassment, sexual misconduct, dating/domestic violence, and stalking as required by CSU Executive Order 1095.

This position has been designated as a sensitive position with access to and responsibility for detailed personally identifiable Level 1 confidential information about students, faculty, staff or alumni that is protected, personal or sensitive as defined in the CSU Information Security Data Classification Standards).

This position is required to comply with confidentiality requirements outlined in the Department of Education’s Family Educational Rights and Privacy and California’s Educational Code Chapter 13 regarding sensitive student issues.

May require occasional evenings and/or weekend work.


Office environment with standard equipment and tasks. Position requires working at a computer and desk for extended periods of time. 


Anticipated hiring salary in the low to mid $3,000's/month.  For salary range info see:  CSU Salary Schedule.  CSUMB offers an attractive employee benefits package, CSU Benefits R07.  The University Corporation at CSU Monterey Bay also provides access to affordable campus housing, Employee Housing.


Week of April 30    Zoom Interviews                                                                                                       

Week of May 7      Campus Interview      


For full consideration, submit the required documents by 5:00 p.m. on the priority screen date listed above.  For assistance or if you require an accommodation, please call (831) 582-3389.  For computer/online access you may visit the Tanimura and Antle Family Memorial Library (map). 

CSU Monterey Bay is an Affirmative Action/Equal Opportunity Employer.  We consider qualified applicants for employment without regard to:  Age, Disability, Race or Ethnicity, Gender, Gender Identity or Expression, Nationality, Religion, Sexual Orientation, Genetic Information, Veteran or Military Status.

All employees must be eligible for employment in the U.S.

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