Program Assistant, Financial Aid and Admission (Temporary)

Ohlone College•Fremont Campus, CA

2d•Onsite

About The Position

This position will work with both the Financial Aid and Admission Departments. Under the direction of the Administrator, the Program Assistant will record, upload, and report student information into an assigned database. This role is critical 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.

Requirements

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.
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.
Any combination equivalent to bachelor’s degree or two years of experience in Financial Aid.
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.
Resume/Curriculum Vitae.
A list of three (3) professional references including name, position, organization, phone number, email, and relationship to the applicant.

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.