What are the responsibilities and job description for the Document Specialist position at UCLA?
Reporting to the Document Management Supervisor, the Document Management and Customer Service Advisor is responsible for all aspects of document review, preparation and routing through appropriate work-flow for processing. Review all incoming financial aid documents to determine completeness. Understanding of Federal, State, University, and departmental regulations and guidelines to enter financial aid document status into the Financial Aid Management (FAM) system. Determine need for additional financial aid documents as appropriate and communicate with students and parents about what documentation is required. Prepare documents for the imaging process. Major duties include sorting and routing of incoming mail, receiving and tracking a high volume of all incoming financial aid documents. Utilize knowledge of federal, state and institutional policies to assist with customer service delivery in person, via phone and message center. Assist with outreach information fairs for financial aid applicants.
Percentage of Time:
100
Shift Start:
8:00 am
Shift End:
5:00 pm
Qualifications for Position
18
Records
Qualifications
Required/Preferred
General knowledge of federal, state, and university policies that govern financial aid programs.
Required
General knowledge of IRS tax forms, including schedules and worksheets.
Required
Ability to display excellent public relation skills and maintain a professional attitude when dealing with student, parents, staff of various social, cultural, economic and educational backgrounds.
Required
Skill in resolving complex student issues.
Required
Skills in setting priorities and changing deadlines.
Required
Ability to perform numerous tasks with frequent interruptions while maintaining accuracy and attention to detail.
Required
Skill in verbal communication to relate clearly and concisely to students and parents using appropriate vocabulary and grammar.
Required
Ability to operate a personal computer.
Required
Working knowledge of the Financial Aid Management system to input data annotations.
Preferred
Knowledge of University and office policies and procedures concerning confidentiality of student records.
Preferred
Basic skills in resolving potential hostile student conflicts to a positive conclusion.
Required
Ability to accurately process large volume of documents during heavy work load periods while responding to changing deadlines.
Required
Working knowledge of the Financial Aid & Scholarship's Imaging System.
Can be trained
Ability to work independently and follow through on assignments with minimal direction.
Required
Skills in writing grammatically correct correspondence.
Required
Ability to prioritize and complete workloads with accuracy during frequent interruptions.
Required
Demonstrated skill in scheduling meetings, conferences and special events.
Required
Working knowledge of Microsoft Word, Excel, PowerPoint, and Outlook.
Required
Additional Posting Information
Bargaining Unit:
99-Policy Covered
Application Deadline:
01-31-2024
External Posting Date:
Percentage of Time:
100
Shift Start:
8:00 am
Shift End:
5:00 pm
Qualifications for Position
18
Records
Qualifications
Required/Preferred
General knowledge of federal, state, and university policies that govern financial aid programs.
Required
General knowledge of IRS tax forms, including schedules and worksheets.
Required
Ability to display excellent public relation skills and maintain a professional attitude when dealing with student, parents, staff of various social, cultural, economic and educational backgrounds.
Required
Skill in resolving complex student issues.
Required
Skills in setting priorities and changing deadlines.
Required
Ability to perform numerous tasks with frequent interruptions while maintaining accuracy and attention to detail.
Required
Skill in verbal communication to relate clearly and concisely to students and parents using appropriate vocabulary and grammar.
Required
Ability to operate a personal computer.
Required
Working knowledge of the Financial Aid Management system to input data annotations.
Preferred
Knowledge of University and office policies and procedures concerning confidentiality of student records.
Preferred
Basic skills in resolving potential hostile student conflicts to a positive conclusion.
Required
Ability to accurately process large volume of documents during heavy work load periods while responding to changing deadlines.
Required
Working knowledge of the Financial Aid & Scholarship's Imaging System.
Can be trained
Ability to work independently and follow through on assignments with minimal direction.
Required
Skills in writing grammatically correct correspondence.
Required
Ability to prioritize and complete workloads with accuracy during frequent interruptions.
Required
Demonstrated skill in scheduling meetings, conferences and special events.
Required
Working knowledge of Microsoft Word, Excel, PowerPoint, and Outlook.
Required
Additional Posting Information
Bargaining Unit:
99-Policy Covered
Application Deadline:
01-31-2024
External Posting Date:
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