Financial Aid Intake Coordinator (515494)

  • Cal State University (CSU) Monterey Bay
  • Seaside, California
  • Jun 28, 2022
Full Time Accounting and Finance Public Health

Job Description


Classification: Administrative Support Coordinator II
Anticipated Hiring Salary: Mid $3,000's per month
CSU Salary Schedule
Hours: Full-time 40 hours per week
FLSA: Non-exempt

Priority Screening Date: June 26, 2022
Recruitment Status: Open Until Filled


Powered by an inspiring Founding Vision Statement, California State University, Monterey Bay (CSUMB) is a mid-sized comprehensive baccalaureate and masters granting university whose staff and faculty help transform student lives through a focus on student success and engagement through project-based learning, service-learning in its regional community, and the promotion of multicultural and global perspectives on and beyond campus. CSUMB is both a Minority Serving Institution (MSI) and a Hispanic Serving Institution (HSI) and has a vibrant, diverse student body of over 7,400 students. The university's Strategic Plan prioritizes inclusive excellence through recruiting and investing in the development of a diverse body of faculty, staff, and administrators. CSUMB's sustainability initiative is to be carbon neutral by 2030. The university's faculty and staff, many of whom live in the East Campus housing development, appreciate living and working so close to the shores of the beautiful Monterey Bay. As one of the 23 campuses in the California State University (CSU) system, CSUMB offers excellent benefits, including access to below-market-rate campus housing and competitive salaries for faculty and staff.


Under the general direction of the Director of Financial Aid and daily supervision of the Associate Director of Financial Aid Services, 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/prospective 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, including communications and website messaging, and in support of the administrative objectives of the Financial Aid Office.

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

Provides telephone and front counter coverage, answers inquiries from students, parents, and other campus staff covering a variety of complex financial aid concerns including application, processing, awarding procedures, forms, and satisfactory academic progress policies. Addresses and resolves a wide range of common and unique problems using reasoning and judgment based on the Financial Aid Office's current policy and procedures.
  • Meets with students and/or parents to resolve financial inquiries, using in-depth knowledge of the various state and federal programs processes. In addition, will assist students and their parents in completing various federal and state applications for student aid. Provides information to students regarding scholarships and is maintaining scholarship resources up to date. Utilizes proper grammar and strong written communications skills to ensure the financial aid website and communications are clear and informative. Maintains confidentiality as outlined in the Department of Education's Family Educational Rights and Privacy Act (FERPA) and California's Educational Code Chapter 13 regarding sensitive student issues.
  • Responsible for scanning incoming documents in a timely manner and working with the analysts to ensure that the documents are being uploaded into Onbase and ready for financial aid counselors to process. Assist counselors and system analysts with any troubleshooting regarding documents in Onbase.
  • Processes all incoming emails, mail, and faxes. Reviews all documents for completeness and provides follow-up for incorrect or incomplete documents, by updating the students account on Oasis. Responsible for reviewing incomplete files by checking for completeness on a consistent basis.
  • Develops and maintains front counter procedures such as but not limited to scanning, filing, answering phones, Financial Aid Office emails, and providing customer service to current and prospective students and/or families. Responsible for training and oversight of student employees who provide front counter and document scanning assistance.
  • Assists the Financial Aid department with the initial process of private loan request on a weekly basis.

Other Functions:

Performs 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.


Proficient with a broad range of technology, systems, and packages, including word processing, spreadsheet, mail merges, presentation and design, and electronic scheduling. Strong organizational skills, highly motivated, and enjoys working in a fast-paced, customer service-oriented environment. A strong customer service attitude and commitment are essential.


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 Microsoft Office Suite; Google Workspace (Gmail, Docs, Sheets, Drive, Calendar, Forms, etc.); Oracle-PeopleSoft/ Common Management System or equivalent student, HR and Financial information systems; Hyland's OnBase imaging system; intranet drives; and internet browsers.


  • 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.
  • Must possess and maintain a valid license to drive in the State of California, pass the Defensive Training Class, and be insurable under the University's liability coverage.
  • 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. May require travel between campus offices and off-campus locations.

The health and safety of our students, faculty, and staff remain our highest priority. While on campus, students, faculty, staff, and the community will be expected to follow all campus safety mandates.

Per the CSU COVID-19 Vaccination Interim Policy, all students and employees are required to submit their vaccination status to the Otter Vaccination Registry and are encouraged to be vaccinated.


CSUMB offers a premium benefit package that includes outstanding vacation, health, dental and vision plans; membership in the California Public Employees Retirement System (CalPERS); and 14-paid holidays a year. For more information, visit CSU System Benefits . Additionally, University Corporation at CSU Monterey Bay provides access to affordable campus housing based on availability; visit Employee Housing for more information.


For full consideration, applicants must complete the required online application prior to the priority screen date found at Application submissions received after the application screening date will be reviewed at the discretion of the University. Materials submitted become the property of CSUMB and will not be returned.

CSUMB is not a sponsoring agency for staff or management positions.

Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose by contacting University Personnel at (831) 582-3389. All employees must be eligible for employment in the U.S.


CSUMB hires only individuals lawfully authorized to work in the United States and is an E-Verify employer. In compliance with federal crime awareness and campus security legislation, including the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics, you can view the notice of availability and access the Cal State University, Monterey Bay annual security and fire safety reports at .

CSUMB requires faculty, staff, and students who are accessing campus facilities to be immunized against COVID-19 or declare a medical or religious exemption from doing so. Any candidates advanced in a currently open search process should be prepared to comply with this requirement. The systemwide policy can be found at https://calstate. latest/ and questions may be sent to universitypersonnel@csumb. edu.

CSUMB is a smoke and tobacco-free campus.


CSUMB is an Equal Opportunity Affirmative Action employer seeking to recruit and support a broadly diverse community of faculty and staff. We value and celebrate diversity in all its forms and strive to foster an inclusive culture built on respect that affirms inter-group relations and builds cohesion. We consider qualified applicants for employment for their anticipated contributions and without regard to race, color, religion, national origin, age, gender, gender identity or expression, sexual orientation, genetic information, medical condition, pregnancy, marital status, veteran status, or disability.

Closing Date/Time: Open until filled

Remote-eligible (Remote work is a type of flexible working arrangement that allows an employee to work from remote location)


Job Address

Seaside, California United States View Map