Program Assistant, Financial Aid and Admission (Temporary)

Definition This position will work with both Financial Aid and Admission Department. Under the direction of the Administrator, record, upload and report student information into an assigned database. This position will play a critical role in helping the department address backlogged work, improve workflow efficiency, and deliver high-quality service to students. Duties include data entry, document processing, communication with students, coordination with campus departments, and presentation during outreach events. Employment Status This is a temporary, short-term peak position, limited to a maximum of 165 working days within a fiscal year. This position is part-time, working 20 hours per week. This position is not eligible for medical, dental, or vision benefits through the District. Holidays and vacations are unpaid. Sick leave is accrued in accordance with applicable state law. Employees who work over 1,000 hours in a fiscal year will be enrolled in CalPERS. Duties and Responsibilities Process and input student financial aid documents into Colleague; ensure data integrity and completeness. Track, scan, upload, and maintain student records and documents in digital databases; prepare and maintain a variety of narrative and statistical reports related to Financial Aid programs and activities; assist in organizing data for internal and external audits. Assist in resolving student concerns and conflicts related to financial aid processes by identifying issues, providing accurate information, and offering appropriate solutions or referrals. Collaborate with the Admissions Evaluation team to support degree audit course evaluations and maximum time frame appeals as they relate to financial aid eligibility. Provide frontline support to students regarding financial aid status, forms, and general inquiries via in-person, over the phone, and email communications. Assist students in completing required documentation for financial aid eligibility, ensuring accuracy and compliance with federal and state regulations. Follow up with students to collect missing documentation or resolve discrepancies in their forms. Support financial aid outreach activities and workshops. Uphold confidentiality of sensitive student data in compliance with FERPA and institutional policies. Demonstrate sensitivity to and respect for the diverse academic, socioeconomic, cultural, disability, and ethnic backgrounds of the College’s Students, faculty, staff, and community. Actively engage in practices that foster a supportive and welcoming environment for all students, with a focus on removing barriers and promoting student success. Attend training, meetings, and professional development activities as assigned. Perform related duties and responsibilities as assigned in support of Financial Aid operations. Knowledge, Skills, and Abilities Knowledge Basic knowledge of financial aid programs, including FAFSA, California Dream Act, grants, CCPG, and scholarships. Data entry practices and records management techniques. Common financial aid documents and forms. Oral and written communication skills. Interpersonal skills using tact, patience and courtesy. Operation of a computer and assigned software. Ability Process, review, and verify complex financial aid documents with a high level of accuracy. Interpret and apply federal, state, and institutional regulations, policies, and procedures related to financial aid. Maintain confidentiality of student records and sensitive information in compliance with FERPA. Work independently and prioritize multiple tasks in a fast-paced environment with competing deadlines. Provide exceptional customer service, even when handling difficult or frustrated students. Identify issues and problem-solve effectively, making sound decisions. Communicate effectively both orally and in writing. Generate clear and concise reports, spreadsheets, and statistical summaries. Establish and maintain cooperative and effective working relationships with others including cross-departmental teams, contributing to interdepartmental processes and collaborating effectively outside of Financial Aid. Operate a computer and assigned office equipment. Meet schedules and timelines. Maintain records and files. Adapt to changing regulations, procedures, and institutional priorities while maintaining accuracy and compliance. Exercise sound judgment and discretion when handling sensitive student information and complex financial aid situations. Apply a student-centered approach that acknowledges and responds to the varied lived experiences and barriers students may face in accessing financial aid. Minimum Qualifications Any combination equivalent to bachelor’s degree or two years of experience in Financial Aid. AND Must have evidence of responsiveness to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college students, as these factors relate to the need for equity‑minded practices. Required Application Materials Resume/Curriculum Vitae. A list of three (3) professional references including name, position, organization, phone number, email, and relationship to the applicant. EEO Statement The District is strongly committed to the principles of equal opportunity and to hiring qualified staff who reflect the diversity of our community. The District encourages a diverse pool of applicants and does not discriminate on the basis of sex, race, religious creed, color, national origin, ancestry, age (40 or over), medical condition, genetic information, marital status, sexual orientation, gender, gender identity, gender expression, disability, military and veteran status, pregnancy/childbirth/breastfeeding or related medical condition or any other protected basis in any of its policies, practices, or procedures. The college encourages applications from all qualified applicants. If you have a disability and are in need of special services, equipment, or facilities in order to apply or interview for this opening, please call the Human Resources office at: View phone number on click.appcast.io. Conditions of Employment Offers of employment are contingent upon Governing Board approval. Employment with Ohlone Community College is not complete or official until applicants meet all pre-employment requirements. All new employees are required to submit official transcripts, proof of freedom from tuberculosis. In addition, you will be required to provide identification and employment eligibility as outlined in the federal “Immigration Reform & Control Act of 1986.” Pre-employment tests and/or medical examinations may be required. Ohlone Community College does not sponsor H1B visas. Employees must sign the Oath or Affiliation of Allegiance and submit fingerprints for CA Department of Justice clearance. Employees must be California residents on their date of hire and for the duration of their employment with Ohlone Community College District. #J-18808-Ljbffr Ohlone College (CA)