FAO/Vets Information Coordinator (Administrative Support Coordinator II), 2 Openings
Sonoma State University
April 30, 2018
Rohnert Park, California
FAO/Vets Information Coordinator (Administrative Support Coordinator II), 2 Openings Sonoma State University
Job ID: 104562 Location: Sonoma State University (Rohnert Park, CA) Full/Part Time: Full Time
Department Name Financial Aid and Veterans Services
Salary and Benefits The anticipated salary range for this position depends on qualifications, experience and salary budget, and will not exceed $3,400 a month.
This position is eligible for a broad range of benefits, including medical, dental, vision, life and disability insurances, retirement (CalPERS), tuition waiver, vacation and sick leave. In addition, 14 paid holidays are offered each year; 13 scheduled on specific days and a Personal Holiday that may be taken any time during the year.
A comprehensive benefits summary for this position is available online by clicking the View Benefits Summary link or by request from SSU Human Resources.
Application Deadline This position is opened until filled.
Conditions of Employment This is a full time, non-exempt position, which will lead toward permanent status following the successful completion of a probationary period.
Responsibilities Sonoma State University is committed to achieving excellence through teaching, scholarship, learning and inclusion. In line with the Seawolf Commitment, our values include respect, responsibility, excellence and integrity. We strive to cultivate a community in which a diverse population can learn and work in an atmosphere of civility and respect. We encourage innovation, experimentation and creativity, as well as contributions to equity and inclusion, in the pursuit of excellence for all members of our university community.
Reporting to and under the general supervision of the Director of Financial Aid and Veterans Services and the daily oversight of an assigned lead worker, the Financial Aid and Veterans Services Information Coordinator (Information Coordinator) initiates, coordinates, and implements a variety of administrative duties in support of the administrative operations of the Financial Aid and Veterans Services department. The Information Coordinator performs a variety of administrative and technical duties requiring specific knowledge and understanding of the practices and procedures of the department and campus.
Working independently under general direction, the Information Coordinator duties include, but are not limited to, providing the first level of customer service to students, parents, staff, and others by answering the Financial Aid Office and Veterans Services main telephone line, answering emails for both departments, and covering the Financial Aid and Veterans Services walk-in counter; uses knowledge of federal, state, and institutional financial aid regulations, policies, and procedures, familiarity with other University processes such as admission, registration, and payment of student accounts, and knowledge of the eligibility criteria for federal, state, and institutional financial aid programs to guide applicants through the financial aid process and to resolve independently problems of low to moderate complexity; reviews documents submitted for Veterans Services and explains the services provided to student-veterans and veteran-dependents, and determines when a problem is highly complex and must be referred to a Financial Aid Representative, technical staff member, the Veterans Coordinator, or the Director.
The Information Coordinator performs and coordinates application processing tasks such as taking in student file completion documents and reviewing them for completeness according to established standards; opening, logging, and distributing daily mail; monitoring and requesting orders for supplies; serving as department procurement card holder, planning completion of application processing tasks such as filing, file preparation, mailings, and special projects according to daily, weekly, and other periodic schedules; providing lead work direction to student assistants and temporary staff who assist with phone and counter coverage and application processing tasks by coordinating their training, scheduling and guidance; coordinating the imaging of file documents and performing scanning/indexing/archiving tasks; and using word processing software and other means to update application and informational materials in a variety of media.
The Information Coordinator maintains the Financial Aid and Veterans Services walk-in counter and drop-in counseling rooms in a manner that is conducive to assisting students, staff, and others by ensuring the areas are neat and organized, contain an adequate supply of all forms and materials, and that informational signs and postings are timely and accurate.
The Information Coordinator makes approved updates to recorded auto attendant scripts and makes timely suggestions for 'Hot Topic' script changes based on matters of concern to callers. May prepare and perform informational presentations. Participates in outreach activities and other university activities such as, but not limited to, graduation and move-in weekend.
Performs other secondary duties as assigned.
Duties take place in an office setting in the Financial Aid office at Sonoma State University. The normal work schedule is Monday through Friday aligned with regular campus hours. Evening and weekend hours may be required and will be specified only by the supervisor to meet operational needs. As a non-exempt employee, any request for overtime will be specified and pre-approved by Appropriate Administrator. The incumbent must maintain regular and acceptable attendance at such levels as is determined by the Appropriate Administrator. Position requires the ability to routinely be at a computer for up to six (6) hours a day.
Qualifications Minimum educational requirements are a high school degree or technical/vocational program degree, and two to three years related, progressive office experience. Must have advance proficiency in using office software packages, technology, and systems including Microsoft Office and Microsoft Windows. Bachelor's degree and experience in a Financial Aid Office is preferred. Bilingual fluency (English/Spanish)is preferred.
In addition the incumbent must possess the ability to interpret and apply policies and procedures independently, and use judgment and discretion to act when precedents do not exist, troubleshoot most office administration problems and respond to all inquiries and requests related to work area; handle highly sensitive interpersonal situations; use negotiation and persuasion skills to achieve results and expedite projects; working knowledge of the methods and problems of organization and program management; working knowledge or the ability to rapidly acquire such knowledge of the organization, procedures, and activities of the Financial Aid Office and Veterans Services Office at Sonoma State University. Ability to interpret and apply program rules and regulations; ability to gather and analyze data; ability to reason logically, draw valid conclusions and make appropriate recommendations; ability to present clear and concise information orally and in written reports; ability to effectively communicate with all levels within the university; ability to establish and maintain productive and effective, inclusive working relationships amongst diverse populations including staff, faculty, administration, students, and other internal and external constituents.. The individual must be detail-oriented and possess strong organizational skills; able to prioritize and perform multiple tasks meeting competing deadlines; be able to work effectively both independently and as part of a team; be able to accept constructive feedback and provide outstanding customer service to students, staff, faculty, and visitors while working in a professional, diverse and fast-paced environment. Must also possess the ability to operationalize sustainability concepts (economy, society, environment) into all aspects of performing job duties.
Qualification Note Evidence of degree(s) or certificate(s) and/or license(s) required at time of hire.
Application Process Click the 'Apply Now' to apply to this position. Materials submitted with your application will not be returned. The ADA Coordinator is available, at 707/664-2664, to assist individuals with disabilities in need of accommodation during the hiring process.
Qualified candidates must submit the following to be considered: Cover Letter and Resume - application system only allows one document to be uploaded, so cover letter and resume must be included in the same MS Word or PDF file (file name should not contain any spaces or special characters)
In your cover letter, please describe the aspects of your work experience that have prepared you to work positively with students and parents in the University setting.
Online Employment Application (complete entire application, resume/cover letter will not substitute for any part of the application)
A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current employees who apply for this position.
Other Information Equal Employment Opportunity: The University is an Affirmative Action/Equal Opportunity Employer. We consider qualified applicants for employment without regard to race, religion, color, national origin, ancestry, age, sex, gender, gender identity, gender expression, sexual orientation, genetic information, medical condition, disability, marital status, or protected veteran status.
Mandated Reporting: This position may be considered a 'mandated reporter' under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.
About Sonoma State University Sonoma State University, located 48 miles north of San Francisco, is one of the 23 campuses of the California State University. Sonoma State University is a liberal arts institution with an enrollment of approximately 10,000 students and 530 full-time and part-time faculty. Our beautiful campus is located in Rohnert Park, at the foot of the Sonoma hills in the Wine Country.
Sonoma State University is proud to be a smoke-free campus, where smoking and other uses of tobacco products, such as smokeless tobacco, the use of e-cigarettes and similar devices, are prohibited.
Located in California's premier wine country one hour north of San Francisco, Sonoma State is a small campus with big ideas. With a tradition of promoting intellectual and personal growth, leadership opportunities and technological proficiency, SSU offers its students a friendly, safe and informal atmosphere on a beautiful campus setting. Currently, campus housing accommodates students in both apartment and residential suite style facilities. While SSU generally accepts all qualified students who apply from high schools in its service area, 80 percent of the freshmen and 55 percent of the junior transfer students come from outside the North Bay region. With almost half of its student body living on campus, it is one of the most residential campuses within the system.