Records Assistant (Administrative Support Assistant II)
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Records Assistant (Administrative Support Assistant II) California State University, Fullerton
Job Summary It is an exciting time to join Cal State Fullerton as we are an in demand comprehensive University that is driven to shape the future of education and foster a vibrant community of diverse students, faculty, staff and administrators who uphold values of inclusive excellence, free speech, and an environment free from discrimination. We are continuously seeking individuals from a variety of career disciplines that share in the University's mission and core values. We warmly welcome you to consider joining the Titan Community where minds expand and opportunities flourish.
About CSUF: Standing on 241 acres at the heart of Southern California, the university was founded in 1957 and has grown into a population of over 39,000 students. As Titans, we believe that diverse perspectives deepen our understanding. We are committed to giving students the support they need to graduate, while responding to California's revolving work force needs. At California State University, Fullerton we strive for continual improvement of students, staff, faculty and administrators through orientations, training programs and professional development opportunities. As part of the Titan Community, you have access to many campus facilities and services including but not limited to the Grand Central Art Center in Santa Ana, CSUF Garden Grove Center, Fullerton Arboretum, cultural events and performances in the Clayes Performing Arts Center, Cal State Fullerton Athletics sports events, Titan Recreation Center, and the Employee Wellness Program
About the Position: The Office of Financial Aid is available to remove the cost of barriers that may prevent individuals from pursuing their educational goals. We are seeking an exceptional individual to join our team as the Records Assistant(Administrative Support Assistant II). The ideal candidate in this role should have a positive attitude and an active, energetic mind that is characterized by highly ethical practices and a commitment to diversity, openness, flexibility,integrity, and kindness.
The Records Assistant is one of a team of departmental employees in the Office of Financial Aid who, with lead work by the Records Coordinator, is tasked with disseminating information and processing applicant documents. The Records Assistant facilitates the office mission to ensure economic stability of applicants and progression toward graduation with the highest level of professionalism and teamwork, the staff member must provide information in-person and via telephone to students, parents, staff, faculty and the external community regarding financial aid policies and procedures to a population of 37,000 students for which more than 112,000 phone contacts have been recorded annually and 36,000 in-person contacts have been conducted.Provides document record support to 24 support staff and 5 managerial staff,which includes processing more than 100,000 documents annually, completing all records functions in support of the day-to-day operations including: sorting incoming mail, reviewing and verifying all application materials, requesting supplemental and supporting documentation as required, entering data on-line, prepping documents for scanning, and operating imaging equipment. Assists in special projects such as pre-screening summer loan documents and maintaining document flow for SAP,PRJ, and R2T4 processes. Performs citizenship flag updates and complete database matches. Provides document training to student workers in the office. Under supervision, the Administrative Support Assistant is responsible for providing general office, clerical, and secretarial support to students, faculty, staff,and community members. Processes mail, maintains files and records, processes documents and records, gathers data, and interacts with and solves problems for work unit customers and staff. Responds to customers via email, telephone, and in person. Uses a variety of office support technology and systems such as word processing and spreadsheet packages to complete assignments. Assists with scheduling meetings and events as needed. Other duties as assigned.
Essential Qualifications High School diploma or the equivalent and three years of experience in general office, clerical or secretarial work or the equivalent. General working knowledge of applicable university infrastructure, policies, and procedures. Thorough knowledge of office methods, procedures, practices, and equipment. Thorough knowledge of English grammar, punctuation, and spelling with demonstrated competence in effectively presenting standard information in writing. Ability to learn, interpret independently, apply, and identify deviations from a variety of complex policies and procedures. Ability to apply independent judgment, discretion, and initiative to address problems and develop practical, thorough and, at times, creative solutions. Ability to perform arithmetic functions of a transactional nature, including tracking and comparing data. Ability to work on the front line, with a variety of campus and community individuals requiring active problem solving and effective interpersonal skills. Demonstrated competence in understanding, interpreting, and communicating procedures, policies, information, ideas, and instructions. Basic typing and keyboarding skills.
A background check (including a criminal records check) must be completed satisfactorily and is required for employment. CSU will make a conditional offer of employment, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was conditionally offered the position. A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with the CSU. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current CSU employees who apply for the position.
Preferred Qualifications Previous experience working in a financial aid office is preferred and familiarity with electronic imaging equipment, PeopleSoft Student Information System, and OCR technology. Previous experience working with students and working in a customer service environment is also preferred.
Special Working Conditions California State University, Fullerton celebrates all forms of diversity and is deeply committed to fostering an inclusive environment within which students, staff, administrators and faculty thrive. Individuals interested in advancing the University's strategic diversity goals are strongly encouraged to apply. Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose.
Multiple positions may be hired from this recruitment based on the strength of the applicant pool.
If you are applying for a staff position, please note that you are not eligible to work concurrently in a staff position and an Academic Student position such as Graduate Assistant, Teaching Associate, Instructional Student Assistant or a Student Assistant position.
Regular attendance is considered an essential job function.
Employee/applicant who submits an application for a position may be required to successfully complete job related performance test(s) as part of the selection process.
Online application/resume must be received by electronic submission on the final filing date by 9:00 PM (Pacific Standard Time)/midnight (Eastern Standard Time). Applicants who fail to complete all sections of the online application form will be disqualified from consideration.
California State University, Fullerton is not a sponsoring agency for staff or management positions (i.e. H1-B Visas).
California State University, Fullerton is a major regional university in a vital, flourishing area that includes Orange County, metropolitan Los Angeles and the expanding Inland Empire. The beautiful, 236-acre campus is set in Fullerton in north Orange County, about 25 miles from downtown Los Angeles and about 21 miles from nearby beaches. Cal State Fullerton has more than 37,000 students and approximately 1,800 full and part-time faculty members. The University offers 107 degree programs in eight colleges. Accredited by the Western Association of Schools and Colleges, CSUF is fourth in the nation for the number of bachelor's degrees awarded to minority students and first in California for the number of bachelor's degrees awarded to Hispanics.The University is one of the 23 campuses in the California State University System. Since the campus opened, CSUF has awarded degrees to more than 215,000 graduates. Many are leaders in business, government, education, and the arts.