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Office Assistant VII
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Position Number: 6025170
Location: San Francisco, CA
Position Type: Financial Aid

Office Assistant VII
University of San Francisco

R0010612
USF Hilltop Campus

Job Title:
Office Assistant VII

Job Summary:
The Office Assistant VII (Financial Aid Assistant) who, as part of a team, will provide direct support to prospective students, current students, undergraduate and/or graduate, their families and supporters, USF colleagues and the general public related to financial aid programs and policies. This full-time position performs a variety of systems support functions to assist in the maintenance of the Financial Aid Office's technology and application systems (Banner); assists in the design and maintenance of business processes to meet end user requirements and federal, state, and department regulatory mandates, rules, regulations, policies and procedures. This staff member provides assistance with systems set up and maintains production schedule and testing plans.

Full Job Description:

Job Responsibilities

Leadership/Management:

Supervise student employees in the Financial Aid Systems team and provide training and projects to enhance their skills and knowledge in financial aid.
Lead or assist with change management processes when implementing new systems, software, or process modifications in the financial aid office.
Provide proactive problem-solving to identify and address issues before they impact students' financial aid processes.
Collaborate with the SEM Data Operations team to run tests and assist in identifying enhanced business processes.
Coordinate with external vendors for troubleshooting, system upgrades, and new features (e.g., ELMONE, CPS, EDconnect).
Assist with system updates and testing, including regression testing after system updates or configuration changes in the Financial Aid Management System.

System Integration and Process Automation:

Ensure seamless integration between financial aid systems (e.g., Banner, CampusLogic) and external platforms (e.g., FAFSA, state portals).
Identify opportunities to automate financial aid processes (e.g., ISIR imports, packaging, and reconciliation) to improve operational efficiency.
Maintain the production schedule for daily operations and reports.
Run ISIR corrections in Banner, send out the correction file via EDconnect to CPS, and import the corrected ISIRs in Banner.

Compliance and Security:

Monitor system security, including user access and permissions, ensuring compliance with federal, state, and institutional data privacy regulations (e.g., FERPA).
Regularly review and maintain data security procedures to safeguard sensitive student information.
Maintain financial aid knowledge in compliance with federal, state, and institutional rules, regulations, and guidelines.
Review loan default, bankruptcy, overpayment, and loan discharge c-codes as well as others as assigned and resolve the identified issues.

Data Management and Reporting:

Design, develop, and maintain custom reports and dashboards to track financial aid metrics (e.g., disbursement trends, default rates, student eligibility).
Utilize data analytics tools to monitor financial aid trends, forecast financial aid needs, and provide reports for senior leadership or accreditation purposes.
Run reconciliation reports and assist with the reconciliation of various financial aid programs, including Pell Grant, Direct Loan, Athletic Aid, and Nursing Loan.

Documentation and Quality Assurance:

Develop and implement a robust quality assurance framework to validate data imports, packaging accuracy, and system processes.
Create and maintain comprehensive documentation for system configurations, processes, and workflows to ensure continuity of operations.
Update and enhance user manuals, training materials, and system guidelines for internal staff and students.
Maintain and improve quality results by adhering to standards and guidelines; recommending improved procedures.

Professional Development and Training:

Participate in relevant professional development opportunities, such as financial aid conferences, certifications, or system-specific training, to stay updated with industry trends and best practices.
Prepare and deliver training materials and sessions for staff on new systems or policy changes affecting the financial aid process.
Participate in Financial Aid training that will support the execution of job responsibilities.

Communication and Customer Service:

Answer in-person, phone, and email inquiries from current and prospective students.
Counsel students and families regarding financial aid application procedures, verification requirements, and special circumstances impacting financial aid status.
Resolve problems by clarifying issues, researching, exploring answers, and escalating unresolved problems.
Communicate complex financial information and application procedures to prospective students, current students, and their families in a clear, timely, and professional manner.
Handle diverse situations and use written and unwritten policies and practices in addition to professional judgment to resolve conflicts and concerns in student's financial aid applications.
Provide technical assistance and training for financial aid staff as needed.
Create a robust FAQ or help resource for students and staff to resolve common issues independently.

Student Engagement and Outreach:

Develop and implement student engagement strategies (e.g., email campaigns, student portals) to promote financial aid literacy and support the completion of financial aid tasks (e.g., FAFSA completion, document submission).
Support communication efforts regarding updates, deadlines, and changes in financial aid policies and procedures.
Assist the Financial Aid Office in various efforts to support the recruitment and retention goals of the University (e.g., general financial aid presentations, high school FA nights, financial literacy programs).
Participate in graduate and undergraduate open houses and financial aid presentation duties as needed to assist students at the main campus and other campus locations with the financial aid process.

Continuous Improvement:

Identify opportunities for continuous improvement in financial aid systems and processes, leveraging feedback from internal stakeholders (e.g., staff, faculty) and students.
Implement changes or improvements in financial aid policies, procedures, and systems in alignment with institutional goals and regulatory changes.

Other Duties:

Other duties as assigned.

Minimum Requirements:

Education: Post-secondary education preferred.
Experience: Equivalent to five years of increasingly responsible work experience in a related field.
Technical Skills: Proficient in financial aid systems, document management systems, and Windows-based office applications.
Attention to Detail: Ability to work with numeric data at a high level of accuracy and speed, handling detailed tasks efficiently.
Time Management: Proven ability to prioritize tasks, manage time effectively, and handle multiple high-priority projects in a fast-paced, time-sensitive environment.
Communication Skills: Strong verbal and written communication skills, with the ability to exercise tact and discretion when interacting with students, families, and staff.
Self-Sufficiency: Ability to work independently with minimal supervision.
Phone Etiquette: Excellent phone communication skills.
Customer Service: Strong customer service orientation with the ability to address and resolve inquiries professionally.
Policy Knowledge: Ability to understand and clearly explain university policies to others.
Team Collaboration: Ability to collaborate effectively as part of a team, with a focus on identifying and implementing process improvements.
Analytical Skills: Demonstrated ability to analyze data, apply good judgment, and make sound decisions based on quantitative and qualitative information.

Preferred Requirements:

Education: Bachelor's degree in Computer Science, Accounting, Business Administration, or a related field, or equivalent experience.
Systems Knowledge: Experience working with Banner, EDconnect, and/or Automic.
Financial Aid Systems: Working knowledge of NSLDS, COD, and the FAFSA Partner Portal.
Regulatory Knowledge: Strong understanding of federal and state financial aid rules and regulations.

Consistent with its obligations under the law, the University will provide reasonable accommodations to any employee with a disability who requires accommodations to perform the essential functions of his or her job.

Full-Time/Part-Time:
Full time

Pay Rate:
Hourly

Salary Range :
$31.26 - $32.82 per hour. commensurate with experience

To apply, visit https://usfca.wd5.myworkdayjobs.com/en-US/USF_Staff/job/USF-Hilltop-Campus/Office-Assistant-VII_R0010612.

The University of San Francisco is located in the heart of one of the worlds most innovative and diverse cities, and is home to a vibrant academic community of students and faculty who achieve excellence in their fields. Its diverse student body enjoys direct access to faculty, small classes and outstanding opportunities in the city itself. USF is San Francisco's first university, and its Jesuit Catholic mission helps ignite a students passion for social justice and a desire to "Change the World From Here." For more information, visit http://www.usfca.edu.