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Student Services Coordinator

Apply now Job no: 496096
Work type: Regular
Location: Malibu Campus
Categories: Administrative/Office Support, Office of Student Information Systems

Serve as a generalist providing critical and strategic support in all the functional areas of the Office of Student Information and Services, specifically in the records and front-line departments. This position will offer courteous, effective, sensitive, timely and accurate service to students and all constituents within the community at large. By handling all issues with professionalism, purpose, care and diligence, this position will require the staff member to faithfully represent the mission of the University.


  • Assist the Associate Registrar in evaluating student athlete academic records by reviewing Degree Audit Reports and determining continuing eligibility in compliance with the National Collegiate Athletic Association (NCAA) and West Coast Conference (WCC) rules and regulations to produce team certification rosters.
  • Perform preliminary and final certifications for all prospective incoming transfer student athletes to determine transferability and Progress Toward Degree (PTD).
  • Registrar: Analyze student's needs, provide guidance and assist student in completing the following: Transcript requests; Accept payment for requests; GPA verification forms; Applications for enrollment/degree verification forms; Intent to graduate forms; Withdrawal applications and processes course descriptions Schedule changes during drop/add; Student address changes; Registration; Clearing registration/transcript holds Verbal and written correspondence regarding student's academic records. Assist in implementing special projects pertaining to academic records such as electronic data conversion, document imaging and management, disaster recovery and business continuity, student record retention and disposition
  • Advise and assist students in various administrative policies and procedures; Act as liaison with specialists from Registrar, Financial Aid, Residential Life, Campus Life, Disability Services, Academic Advising, Health Center, Public Safety, Student Insurance, Student Employment, Payroll, Account Resolutions, International Programs, International Student Services, Athletics, and University Advancement (trusts and special scholarships), and other University departments. Sell passes for movies, amusement parks and other entertainment venues as coordinated with intramural department. Accept intent to withdraw letters and notify all pertinent offices; Accept appeal forms for parking fines, RLO fines, etc. Provide information regarding financial aid, new charges, and authorization for enrollment for over 18 units, etc. Provide information with pertinent information regarding scholarship, financial aid/loan deadlines and payment due dates.
  • Analyze student's needs, provide guidance and assist student in completing student insurance forms and waivers; accept insurance payments Assist home offices with special student services during peak business times such as processing photo ID., distributing parking passes; Confirm parking, moving violation fines; Analyze student's needs, provide guidance and assist student in completing student payroll authorizations, direct deposit and payroll deduction forms for student employment as related to student account; Analyze student's needs, provide guidance and assist student in completing challenge exam applications; Offer immunization clinics; Analyze student's needs, provide guidance and assist student in completing international program participation; Verify tuition, room, board and travel charges; Provide up-to-date local and billing addresses; Provide verification of student's enrollment status Confirm telephone access turned off to students who have withdrawn Determine telephone access for students as it relates to student's status with University.
  • Student Accounts: Accept requests and distribute refund checks and student payroll; Analyze and interpret student accounts for students, parents or University staff; Provide a printed copy of student bill and/or summary of account; Verify student billing addresses for billing statement; Accept and process payments on students' account; Communicate verbally and in written correspondence to student, parent questions and concerns regarding student account; Clear financial holds; Assist internal and external auditors in the performance of their duties Analyze and interpret student services on a day to day basis to determine policy changes to maximize student services; Verify international program charges, public safety, student health office, residential life charges, and disciplinary fines; Flag accounts for billing cycle; Provide information regarding due dates and payment plans; Verify and flag payment plans on system for billing statements Provide IRS I098-T Forms Provide loan exit interview information; Advise students regarding payment options, billing issues, and other student accounts related matters.
  • Academic Advising: Analyze student's needs, provide guidance and assist student in completing the following: Appeal petitions; Academic processes, policies and procedures; Seaver Academic Exception Request form; Registration, adding, dropping a class and/or withdrawing from school; Transfer/substitution of units forms Education requirement checklists; Request for degree audit report (DAR); Request for an advisor and change of advisor forms; Challenge Exam form Request for Tutor form; Exceptions to Seaver Academic Policy form.
  • Financial Assistance: Accept signed financial aid award letters; Analyze student's needs, provide guidance and assist student in completing FAFSA, scholarship, and other financial aid forms; Verify financial aid, work study, outstanding aid and incomplete forms; Distribute loan exit interview information Distribute information regarding financial aid requirements and deadlines.
  • Residential Life: Analyze student's needs, provide guidance and assist student in completing housing applications; Verify room and board charges and make meal plan changes; Distribute and accept RJAJSA applications.
  • Convocation Office: Verify convocation credits.
  • Uphold University mission through work performed.
  • Perform other duties as assigned.

The above information has been designed to indicate the general level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.

Skills and Qualifications

Required: Bachelors degree required; customer service training. Two years experience in student services preferred; IBM PC computer and software knowledge, billing experience, collection experience helpful, customer service (in person and telephone), typing correspondence, professional letter writing skills; operate on-line terminal for inquiry and flagging student records. Excel at providing quality service, enjoy extensive contact with students and other university constituents, possess positive and pleasant interpersonal skills, able to multi-task, able to see and act beyond the immediate need, has the mission of the university at heart, and understands what it means to have the student at the heart of all we do; have the ability to go beyond merely following policies; must understand the purpose behind the policies and constantly strive to better the way the policies serve our constituents. Business office equipment including personal computer, fax, and photocopy machine, on-line terminal, electronic credit card machine, transcript validator, Microfiche readers, scanners and other office machine and equipment as tasks required. The Student Services Coordinator position will be one of two positions created to provide critical support services to students of Seaver College, GSBM, GSEP and SPP. The coordinators will be cross-trained and become expert generalists to effectively help students access information about academic records, financial aid, student accounts, admissions, student affairs and other student administrative functions. One of the most critical characteristics of the Student Services Coordinator is the ability to not only answer the questions asked but also the questions that should have been asked. Therefore, the coordinator must be knowledgeable about the university as well as the administrative processes and procedures that would affect a student. The coordinator must be able to think in terms of process and focus beyond the immediate issue at hand and determine how many other issues will be affected by the requested transaction.

Preferred: Experience within University service areas strongly preferred. Preferred experience in or familiarity with Athletic Certifications.

Qualified individuals should be able to articulate a strong commitment to diversity, and have the ability to work effectively with individuals from different backgrounds.

Offers of employment are contingent upon successful completion of a criminal, education and employment screening.

This is a regular, non-exempt, 40 hour per week position.

Salary: Commensurate with experience

Advertised: Pacific Daylight Time
Applications close: Pacific Daylight Time

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