Financial Aid Assistant

Campus: College of San Mateo

FLSA Status: Non-Exempt

Salary Schedule: 60

Bargaining Unit: CSEA

Months Per Year: 12

Hours Per Week: 37.5

Mandated Reporter: Yes

Campus Security Authority: No

The Financial Aid Assistant position involves clerical work at the first-level of assessment and processing of student eligibility for financial aid awards and services. Incumbents are involved in compilation of data, assessment and processing of student eligibility for financial aid awards and services. Under general supervision, the employee provides initial overview information to students, staff and others regarding financial aid and enrollment services policy and procedural information; compiles data for, and performs preliminary assessment of student eligibility for a variety of awards and related services. Public contact is extensive, primarily including students, staff, other educational institutions, community organizations, business representatives, funding agencies, and the general public, for the purpose of exchanging policy and procedural information about College and program services. A moderate degree of independent judgment and creativity is required to resolve frequent minor problems that arise and to apply prescribed criteria in order to make appropriate client referrals. The Financial Aid Assistant leads the work of student assistants as assigned

Duties And Responsibilities

The duties below are representative of the duties of the classification and are not intended to cover all of the duties performed by the incumbent(s) of any particular position. The omission of specific statements of duties does not exclude them from the position if the scope of work is similar, related, or a logical assignment to this classification.

• Exchanges preliminary financial aid and other enrollment services policy and procedural information with students, parents, staff, other educational institutions, community organizations, business representatives, funding agency personnel and the general public
• Participates in community outreach activities to promote financial aid and enrollment services as directed
• Drives a motor vehicle to attend off-site meetings, workshops, recruitment programs and other special events to obtain and provide current information
• Makes presentations to small and large groups regarding available loans and grants, eligibility criteria, programs and enrollment services offered, required forms, timelines and other information
• Interviews students to assess their financial aid eligibility, college standing and projected financial and enrollment service needs
• Distributes and collects required application and supplemental forms
• Audits forms and materials for accuracy
• Contacts outside agencies and organizations to assist students in obtaining required forms and information
• Screens student inquiries and refers students to appropriate department, College and community personnel as appropriate; assists supervisory staff on special and regular projects and reports as assigned
• Uses a database and a variety of computer software to set up, maintain and monitor confidential and other student records and files
• Uses spreadsheets and a variety of other computer software to compose and prepare routine correspondence, memoranda, research file data for and prepare routine reports as assigned
• Interviews students regarding student employment and skills, in conjunction with other staff
• Confers with requesting departments regarding student employment opportunities and placement
• Audits and tracks student work hours, pay rates and work schedules, as assigned
• Organizes and manages copying and distribution of forms and documents to current and prospective students
• Manages supply inventory and ordering of office supplies and equipment
• Performs other duties as assigned
  
  

Knowledge Of

Employment Standards (acquired through education, training, and/or experience)

• State and Federal financial aid policies, procedures, guidelines and required forms related to the awarding, continuation and follow-up of student loans, grants and related services
• District and College programs, services and other resources available to assist students in counseling, immigration procedures, employment, tutoring, enrollment, record keeping and other areas
  
  

Skill In

• Communicating respectfully, sensitively, and effectively with people at various levels within an organization who are diverse in their academic, socioeconomic, ethnic, neurodivergent, and LGBTQIA backgrounds
• The use of a computer database and a variety of software to set up and maintain detailed records and to compose and prepare a variety of written materials
• Organization, multi-tasking, and workload prioritizing under deadline pressure, using independent judgment for decision-making
• Oral communication, including giving clear and concise instructions
• Written communication
  
  

Ability To

• Follow written instructions, formulas, and guidelines to analyze data for the purpose of drawing conclusions
• Work cooperatively and effectively with others as part of a customer service team
• Use tact and discretion in handling confidential information
  
  

Job Requirements

• Graduation from high school and college courses in business administration, accounting, or a closely related field OR an equivalent combination of education and experience
• Successful complex clerical experience of increasing responsibility that has included financial record keeping, preferably in banking or related financial loan services
• Demonstrated cultural competence, sensitivity to and understanding of the diverse academic, socioeconomic, ethnic, neurodivergent, and LGBTQIA backgrounds of community college students, faculty and staff
• Demonstrated skill in oral communication, including public speaking
• Demonstrated skill in written communication
• Experience with the use of a variety of computer software to compose and prepare correspondence, reports, presentations, and other written materials
• Experience with detailed record keeping
• Experience with research and compiling data for, formatting, and preparing statistical, financial and other reports
• Demonstrated skill in multi-tasking, prioritizing workloads, and working independently
• Demonstrated skill in working as part of a customer service team
  
  

Additional Information

Physical/Other Requirements

This position requires direct contact with individuals and groups; public speaking; selective listening; selecting alternatives using prescribed criteria; persuasive communication; visual comparison; good memory; tact; patience; discretion; work accurately under deadline pressure with details; ability to diffuse anger; manual dexterity; driving a motor vehicle to off-site locations; discretion; sensitivity; pulling, pushing; and multi-tasking in order to perform the essential functions.

Benefits: Benefits include paid holidays, vacation and sick leave. The District pays all or a portion of monthly medical plan premiums (depending on the coverage) and pays all of the monthly dental and vision plan premiums for employees and eligible dependents. Additional paid benefits include life insurance, salary continuance insurance, and an Employee Assistance Program. Classified employees participate in the Public Employees' Retirement System, a defined-benefit retirement plan through the State of California. Optional tax-deferred 403(b) and 457 retirement plans are also available.

EEO Statement: San Mateo County Community College District is an Equal Opportunity, Title IX, and Section 504 employer. We prohibit discrimination and harassment based on race, color, ancestry, national origin, religion, age, sex, gender identity, sexual orientation, genetic information, marital status, veteran status, medical condition, physical or mental disability, or any other protected status under federal, state, or local law. We seek to employ individuals who reflect our community's diversity of cultures, languages, and abilities.

Our EEO Plan grounded in Title 5 regulations is developed and monitored by an EEO Advisory Committee, reviewed at least every three years, and supported by regular training for all members of selection and screening committees. We collect and analyze recruitment and retention data to measure progress and identify barriers.

Annual Security Report

San Mateo County Community College District's (SMCCCD) 2025 Annual Security Report (ASR), required by the Clery Act, includes statistics for the previous three years (2022-2024) concerning reported crimes that occurred on campus; in certain off-campus buildings owned or controlled by SMCCCD; and on public property within, or immediately adjacent to and accessible from SMCCCD. The 2025 Annual Security Report also outlines various campus safety and security policies concerning crime reporting, prevention and response to sexual and gender violence, alcohol and drug use, crime prevention, emergency response and evacuation procedures, and other matters. The Annual Security Report also includes important tips to help every community member remain safe and avoid becoming a victim of crime. The 2025 Annual Security Report is now available on the Public Safety website. You can also obtain a copy of this report by contacting the Department of Public Safety at the District Office or any of the three Campuses (650) 738-7000. The report includes information about criminal activity on our campuses, emergency procedures, and resources.

Closes: 11/26/2025

To apply, visit http://smccd.interviewexchange.com/jobofferdetails.jsp?JOBID=194094