Office Assistant

Job Description

Job Description

We are looking for a dependable Office Assistant for a Contract position in Costa Mesa, California. This role will support student-facing administrative operations with a strong emphasis on financial aid guidance, document handling, and responsive service for prospective and current students. The ideal candidate is organized, detail-oriented, and comfortable balancing clerical duties, phone support, and detailed record management in a fast-paced higher education environment.

Responsibilities:
• Provide front-line administrative support by answering inbound calls, responding to inquiries, and directing students and families to appropriate resources.
• Review and organize student documents, including scanning, filing, and maintaining accurate electronic and physical records.
• Assist students with financial aid-related processes by explaining application steps, eligibility basics, and required documentation.
• Process assigned student files with care and accuracy while helping the team meet service timelines and operational goals.
• Coordinate with admissions, registrar, and student accounts teams to help resolve questions and support a smooth student experience.
• Schedule and support appointments, meetings, and follow-up communication for student-facing office activities.
• Perform general clerical work such as data entry, correspondence preparation, and record updates in office systems.
• Contribute to outreach events, orientation activities, and other departmental projects as needed.

• Bachelor’s degree required.

• At least 1 year of experience in financial aid, higher education support, office administration, or another student-facing environment.

• Experience using Ellucian Colleague and financial aid systems such as COD, NSLDS, WebGrants, CPS, or similar platforms.

• Demonstrated ability to deliver attentive customer service when assisting students, families, and campus staff.

• Strong written and verbal communication skills, with confidence handling phone and in-person interactions.

• High level of accuracy and attention to detail when managing records, documents, and routine administrative tasks.

• Ability to handle multiple priorities effectively while maintaining confidentiality and sound judgment.

• Proficiency with Microsoft Office applications and comfort learning student information or financial aid systems.

• Experience with receptionist duties, clerical support, document scanning, and inbound call handling is preferred.