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Financial Assistance Office Manager

Apply now Job no: 496129
Work type: Regular
Location: Malibu Campus
Categories: Seaver College, Administrative/Office Support

This position will act as the primary point of contact for students, families, student workers, and staff. Manages all front area responsibilities and front desk/phone traffic and acts as a liaison between the office staff and other departments, students, and families. Must be able to guide students and families through the financial aid process and interpret financial forms/processes/requirements as necessary. Must demonstrate an ability to assist students and families in complex processes with accuracy and sensitivity and provide guidance in making significant financial decisions.


  • Manage all front desk responsibilities (multi-line phones, mail, scheduling appointments, walk families through financial aid processes and forms 
  • Give general financial assistance overview to prospective/incoming families
  • Troubleshoot financial assistance problems for incoming/returning students
  • Hire/train/supervise student staff
  • Manage all verbal and written communication for the office, including inquiries to the general email inbox and mass communications sent out to the student body or prospective student population
  • Process electronic and hard copy verification and other document submissions
  • Thorough knowledge of federal requirements as pertains to financial aid and ability to follow accepted processes.
  • Communicate with other departments/staff as necessary to facilitate awarding process
  • Manage online appeal process - process submissions, track completion, route to appropriate financial assistance staff, communicate with students/families and staff regarding status
  • Process and maintain files in online document management system
  • Perform regular audits of documents scanned for accuracy of processing
  • Perform regular audits of documents submitted online for accuracy of processing
  • Monthly credit card re-allocation and substantiation processes
  • Supervise/audit processing of scholarships received from outside agencies into CashNet
  • Update forms, letters, general email auto responses, etc. as needed
  • Outside Scholarship Updates on the Website (including verifying requirements and authenticity of all submissions)
  • Manage restricted scholarships process including soliciting/processing required thank you letters, updating requirements, communicating with recipients/staff as necessary to disburse scholarship funds in a timely manner
  • Assist with incoming student financial assistance application processes including instruction, troubleshooting, and communicating as necessary to ensure timely and accurate package awarding
  • Document retention in digital and hard copy form as required to meet legal requirements
  • Provide administrative support to directors, organize events, order supplies, manage office inventory/surplus, etc.
  • Requisition processing
  • Return of scholarship funds to outside agencies
  • Enforcement of Family Education Rights and Privacy Act (FERPA) standards and practices
  • Update probation/suspension status
  • Manage SAP appeals and academic scholarship appeals process, including document submission/communication with members of the appeals committee and/or students as appropriate
  • Provide and maintain applicable outside resources for financial planning/scholarship applications for students and families
  • Manage iPad sign-in process to facilitate counselor walk-ins and appointments
  • Mandatory reporter, Title IX
  • Maintain and update (when necessary) front desk policy and procedures
  • Perform other duties as assigned
  • Uphold University mission through work performed

The above information has been designed to indicate the general nature and 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: Minimum 2 years of customer service (in an office environment) required. Strong communication/public relations skills; ability to clearly articulate verbally/in writing; strong organizational skills; strong ability to multi-task/prioritize; highly detail-oriented; excellent grammar/proofreading/writing skills; ability to manage multiple calendars/email accounts; ability to function effectively/independently in emotionally-charged situations; active listening; complex problem-solving. Microsoft applications (MS Word, Excel, PowerPoint, Outlook); Adobe; G Suite (Gmail, Google Docs, etc.); Scanner; Multi-line phone system; Copier; Fax Machine; PC.

Preferred: Bachelor's degree preferred; At least 1 year of supervisory experience preferred; student financial assistance experience preferred; at least 1 year of experience in a predominately technology-driven position preferred; proven work experience in a position that deals with highly confidential information. PeopleSoft experience; ability to manage and proactively audit paperless processes; experience with imaging software; working knowledge of Nolij/Soft Docs; working knowledge of ADP; 10-key; Mac; Social media.

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:

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