Financial Aid Office Assistant

Below you will find the details for the position including any supplementary documentation and questions you should review before applying for the opening.

Inquiries Regarding Application Status

Due to the high volume of applications we receive, we cannot respond to inquiries regarding the status of submitted applications. Applicants selected for interviews will be contacted using the email and / or phone information provided in the online application. For information regarding our general staff recruitment process, please click here to visit our FAQs web page to see answers for frequently asked questions, including what to expect, timelines, requests for special accommodation, and interviews.

Location : Claremont, CA

Job Posting Title :

Financial Aid Office Assistant

Job Details and Requirement :

Department : Financial Aid

Supervisor : Senior Financial Aid Counselor

Last Updated : 10-20-25

GENERAL DESCRIPTION

The Financial Aid Office Assistant provides a broad range of clerical and administrative support duties for the Office of Financial Aid. This position serves as the initial contact for visitors to the office and juggles telephone, email and phone inquiries with a friendly demeanor, tact and diplomacy. Duties may require specialized knowledge and are confidential in nature. The individual must possess excellent interpersonal, organizational and customer service skills.

ESSENTIAL FUNCTIONS

• Serve as the first point-of-contact for all walk-ins, telephone calls and emails to the office. Responsible for opening the office at 8 : 00 a.m. and closing at 5 : 00 p.m.
• Provide high-level customer service and assess the needs of visitors, answer questions, and effectively explain the financial aid application requirements and process.
• Manage the Financial Aid email account. Monitor and respond effectively to all inquiries, requests, and status updates. Manage and create standard responses for frequently asked questions. Distribute emails to staff as necessary using sound judgment.
• Responsible for all incoming documents to the office. Prioritize items requiring immediate attention. Receive, screen, and distribute mail. Organize and process incoming faxes. Review related paperwork for completeness and accuracy and request additional documentation if necessary. Scan, upload, and index all related documents into OnBase.
• Coordinate the "retiring" of student files including moving to outside storage and arranging for shredding. Maintain and organize the office storage unit.
• Coordinate monthly email notifications to students regarding missing required documents and generate direct loan and federal work-study communications using PowerFAIDS.
• Produce all award letters through PowerFAIDS and generate accompanying documents.
• Send exit interview materials to students who are no longer active.
• Oversee office supplies and materials. Maintain an inventory of all office supplies. Order supplies as needed and confer with staff for any additional supplies / equipment.
• Generate invoices in Workday to ensure timely payments to vendors.
• Serve as the office lead in planning, coordinating and executing special events on campus. Coordinate logistics with other departments, such as Admissions, to ensure a smooth operation of successful events.
• Coordinate planning and scheduling for financial aid office retreats and general meetings.
• Oversee all logistics when office is closed, such as calendars, office signs, out-of-office email and voicemail.
• Schedule appointments and manage the electronic calendars for the Financial Aid Office staff.
• Coordinate travel and conference registration for FA staff.
• Oversee expense reimbursements for financial aid staff.
• Maintain and control confidential student records.
• Provide support to the Financial Aid staff with projects and other duties as assigned.

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES

The individual must possess knowledge, skills and ability to be able to successfully perform the essential functions of the position or be able to explain or demonstrate how the essential functions will be performed, with or without reasonable accommodation, using some other combination of skills and abilities.

Experience / Education : Must have one year of full-time experience in general office assignments. Must have a high school diploma plus two years of college; or any combination of education and experience that provides the required skills and abilities.

Preferences : Preference will be given to individuals with the following experience / knowledge :

Licenses / Certificat ions : None Required.

Supervisory Responsibility : No.

Time Type : Full-time

Work Schedule : The regular hours for this position will be scheduled between 8 : 00 am to 5 : 00 pm, Monday through Friday. Hours may vary depending on the operational needs of the College or department, including evenings and weekends as required.

Work Model : Hybrid(4 days in office, 1 day remote)

Compensation : Budgeted Starting Pay : $20.00-$21.00 per hour

Physical Requirements : This is generally a sedentary position.

Instructions : Only qualified applicants please.

Application Materials : Upload the following materials to complete your application :

Employment Requirements

Employment is contingent upon a candidate possessing the knowledge, skills and abilities to be able to successfully perform the essential duties of the position, or be able to explain or demonstrate how the essential functions will be performed, with or without reasonable accommodation, using some other combination of skills and abilities. Employment is also contingent upon new employees providing documents verifying U.S. citizenship or, for aliens, documents verifying legal permission to work in the United States. For positions requiring the use of a college-owned vehicle, employment is contingent upon a driving record acceptable to the colleges' automobile liability insurance. Final candidates in all staff positions will be required to undergo a background investigation; in addition some positions may require a physical lift test and pulmonary function test.

Covid-19 Vaccination

Pitzer College has mandated the COVID-19 vaccination for all employees. New employees are required to show proof of full vaccination, including booster, against COVID-19 or request a Pitzer College approved medical or religious exemption on or before their first day of employment.

Equal Employment Opportunity and Non-Discrimination

Pitzer College adheres to both the letter and the spirit of Equal Employment opportunity and Affirmative Action. It does not discriminate on the basis of race, color, creed, religion, national or ethnic origin, sex, gender, age, sexual orientation, marital status, pregnancy, disability, medical condition, or veteran status, in the administration of its admission policies, educational policies, scholarship and loan programs, athletic and other College-administered programs, and employment policies. Pitzer strongly encourages candidates from underrepresented groups to apply.

Safety Report

In compliance with applicable law, Pitzer College publishes an annual report containing statistical information concerning the occurrence of crime on campus and adjacent thereto, as well as policies and practices concerning security. A copy of this report is online at or by contacting The Claremont Colleges Department of Campus Safety : 251 E. Eleventh Street, Claremont, CA 91711-3947; (909) 621-8170.