Program Assistant, Financial Aid (Temporary/Short-Term Peak)

Definition Under the direction of the Administrator, record, upload and report student information into an assigned database. This position will play a critical role 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. Employment Information This is a temporary, short-term position, limited to a maximum of 165 working days within a fiscal year. This position is part-time, working 20 hours per week. This position is not eligible for medical, dental, or vision benefits through the District. Holidays and vacations are unpaid. Sick leave is accrued in accordance with applicable state law. Employees who work over 1,000 hours in a fiscal year will be enrolled in CalPERS. Duties and 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. 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 workshop. 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.

Knowledge and Abilities Knowledge:

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.

Ability:

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. Operate a computer and assigned office equipment. Meet schedules and timelines. Maintain records and files. Minimum Qualifications Any combination equivalent to bachelor's degree or two years of experience in Financial Aid. AND 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. Required Application Materials Resume/Curriculum Vitae. A list of three (3) professional references including name, position, organization, phone number, email, and relationship to the applicant. District Statement Founded in 1967, Ohlone College is named in honor of the early Ohlone People who inhabited the San Francisco Bay Area. Ohlone College is committed to providing a high-quality education to serve our diverse population of over 15,000 students per year. Ohlone College is nationally recognized for our Deaf Studies and Interpreter Preparation programs, and is widely known for our nursing, health sciences, liberal arts, biomedical science, and smart manufacturing programs. As a learning community, we embrace and champion inclusivity, integrity, student expression, global citizenship, and continuous improvement. Ohlone College is one of the top-ranked community colleges in California, serving the cities of Fremont, Newark, and Union City. Our campuses in Fremont and Newark are centrally located in the East Bay between San Francisco, Oakland, and San Jose. This region is known as a hub of innovation and economic activity, and home to some of the most advanced manufacturing, biomedical research, and clean energy companies in California, including Tesla, Meta, Seagate, and Lam Research. The main campus in Fremont is located near Interstate 680 at the base of Mission Peak, just south of the historic Mission San Jose, and is the primary gateway to year-round hiking, biking, and hang gliding in the Mission Peak Regional Preserve. The Newark Center for Health Sciences and Technology is located near Interstate 880 in a hub of new residential and commercial development. The two campuses are connected by shuttle to each other and the Warm Springs BART station, which offers convenient access to public transit throughout the Bay Area. Vision Statement Ohlone College will be known for inclusiveness, innovation, integrity, engagement, and exceptional student success. Mission Statement Ohlone College offers high quality educational and career pathways and personal enrichment courses to serve the diverse needs of all students and the community. Ohlone provides excellent instruction and support services, awards associate degrees and certificates, and promotes university transfer in an inclusive, equitable, and multicultural environment where student learning and achievement are paramount. Ohlone fosters innovation, encourages student expression, and promotes ethical behavior and global citizenship. EEO Statement The District is strongly committed to the principles of equal opportunity and to hiring qualified staff who reflect the diversity of our community. The District encourages a diverse pool of applicants and does not discriminate on the basis of sex, race, religious creed, color, national origin, ancestry, age (40 or over), medical condition, genetic information, marital status, sexual orientation, gender, gender identity, gender expression, disability, military and veteran status, pregnancy/childbirth/breastfeeding or related medical condition or any other protected basis in any of its policies, practices, or procedures. The college encourages applications from all qualified applicants. If you have a disability and are in need of special services, equipment, or facilities in order to apply or interview for this opening, please call the Human Resources office at: (510) 659-6088. Conditions of Employment Offers of employment are contingent upon Governing Board approval. Employment with Ohlone Community College is not complete or official until applicants meet all pre-employment requirements. All new employees are required to submit official transcripts, proof of freedom from tuberculosis. In addition, you will be required to provide identification and employment eligibility as outlined in the federal "Immigration Reform & Control Act of 1986." Pre-employment tests and/or medical examinations may be required. Ohlone Community College does not sponsor H1B visas. Employees must sign the Oath or Affirmation of Allegiance and submit fingerprints for CA Department of Justice clearance. Employees must be California residents on their date of hire and for the duration of their employment with Ohlone Community College District. Immigration Reform & Control Act of 1986 Applicants selected for positions will be required to provide identification and employment eligibility as outlined in the federal Immigration Reform & Control Act of 1986. •The District reserves the right to modify, rescind, or re-advertise this recruitment at any time •