Financial Aid Operations Coordinator (2 Positions)

The California State University; San Jose (CA); On-site; USD 45,164 - 65,799; Full time

Benefits offered by this job

Comprehensive benefits package

Job summary

The California State University seeks a Financial Aid Operations Coordinator in San Jose to enhance student financial aid services. This role involves exceptional customer service, coordinating document management, and supporting financial literacy initiatives.

The ideal candidate should possess two years of relevant office experience and a high school diploma. Responsibilities include managing aid applications, collaborating with teams for efficient workflow, and maintaining student records. A competitive salary and comprehensive benefits are offered.

Qualifications

• Two years of related office work experience or a combination of education and experience.
• Knowledge of federal and state Financial Aid programs including grants and loans.
• Ability to maintain confidentiality and handle sensitive communications.

Responsibilities

• Provide customer service to students and families through various channels.
• Coordinate financial aid document management and verification.
• Support financial literacy initiatives and workshops.

Skills

Customer service

Communication skills

Document management

Business math

Interpersonal skills

Education

High school program or equivalent

Tools

Microsoft Office

Database management software

Job description

Job Summary

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.

Key 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
• Coordinate 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

Knowledge, Skills & Abilities

• Ability to compose and appropriately format correspondence and reports
• Ability to 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
• Ability to 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
• Ability to 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
• Ability to formulate daily and weekly reports for both internal and external use
• Ability to learn and apply applicable university infrastructure, policies, and procedures
• Ability to coordinate and prioritize multiple tasks for a variety of policies and procedures where specific guidelines may not exist
• Ability to handle multiple work priorities, organize and plan work and projects
• Ability to 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
• Ability to 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

Required 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

Preferred Qualifications

• Experience providing customer service in a records environment
• Experience with Microsoft Office Software
• Excellent written communication skills

Compensation

Classification: Administrative Support Coordinator I

Anticipated Hiring Range: $4,047/month (Step 1)

CSU Salary Range: $4,047/month - $5,896/month (Step 1 – Step 20)

San José State University offers employees a comprehensive benefits package typically worth 30-35% of your base salary.

Equal Employment Statement

San José State University is an equal opportunity employer. The university prohibits discrimination based on age, ancestry, caste, color, disability, ethnicity, gender, gender expression, gender identity, genetic information, marital status, medical condition, military status, nationality, race, religion, religious creed, sex, sexual orientation, sex stereotype, and veteran status. This policy applies to all San José State University students, faculty, and staff, as well as university programs and activities. Title IX of the Education Amendments of 1972, and certain other federal and state laws, prohibit discrimination on the basis of sex in all education programs and activities operated by the university (both on and off campus). Reasonable accommodation is made for applicants with disabilities who self‑disclose. San José State University employees are considered mandated reporters under the California Child Abuse and Neglect Reporting Act and are required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.