Coordinator of Office Operations Financial Aid

Job Summary:

The Coordinator of Office Operations for Financial Aid is responsible for managing and coordinating the day-to-day administrative and operational functions of the office to ensure efficient, organized, customer-focused, and compliant operations. This position serves as a central resource for staff and campus partners by overseeing office administration, personnel support, financial processes, records management, communications, and scheduling initiatives. The role supports departmental leadership through coordination of administrative systems, office procedures, reporting, and operational planning while fostering a professional, collaborative, and service-oriented environment.

Duties & Essential Job Functions:

1. Manages daily office operations to ensure efficient workflows and uninterrupted service delivery. Serves as the primary contact for various Financial Aid matters.
2. Establishes priorities and coordinates departmental timelines, calendars, meetings, appointments, room reservations, and critical deadlines for various departmental activities and projects
3. Manages staffing operations for the department including scheduling interviews, communicating with candidates, and coordinating employee onboarding, offboarding, and maintenance of personnel documentation in compliance with institutional requirements.
4. Develops, maintains, analyzes, and optimizes office procedures, forms, templates, and operational documentation in accordance with university policies. Maintains department filing systems, resources, supplies, and equipment to support departmental needs.
5. Provides administrative support to department leaders by assisting with scheduling, correspondence, routine personnel processes, and document management.
6. Monitors departmental expenditures and budgets; processes purchasing transactions, invoices, reimbursements, contracts, and vendor payments; and reconciles financial records to ensure accurate and timely financial reporting and documentation.
7. Supports budget planning and forecasting by analyzing expenditures, resource utilization, and financial trends to inform departmental planning and allocation of resources.
8. Supports office communication for both internal staff and external parties while maintaining confidentiality. Communicates departmental policies, procedures, deadlines, and operational updates. Responds promptly to various department inquiries.
9. Plans and coordinates meetings, training sessions, workshops, and special events. Manages logistics, including facilities, technology, materials, and vendor arrangements. Prepares agendas, presentations, reports, meeting materials, and supporting documentation.
10. Resolves administrative issues, escalates concerns as needed, and monitors recurring issues to help develop solutions to improve productivity and customer satisfaction.
11. Safeguards confidential files and information through secure documentation and access controls. Ensures compliance with data privacy policies and records management requirements.
12. Performs other related duties as assigned.

Required Education & Experience:

• Bachelor’s degree or equivalent in experience.
• 2 years of experience in administrative, office management, operations, or business support

Preferred Education & Experience:

• None

Required Licensure/Certification/Specialized Training:

• None

Preferred Licensure, Certification, and/or Specialized Training:

• None

Knowledge, Skills & Abilities:

• Knowledge of customer service techniques.
• Knowledge of basic accounting techniques.
• Skill in some or all components of Microsoft Office.
• Skill in Microsoft Windows navigation.
• Ability to exercise discretion when handling sensitive personnel and operational matters.
• Ability to support departmental goals by fostering a collaborative, accountable, and professional work environment.
• Ability to clearly communicate verbally and in writing.
• Ability to draft grammatically correct correspondence.
• Ability to balance multiple projects simultaneously.
• Ability to work independently and as a member of a team.
• Ability to troubleshoot, evaluate, and make recommendations to improve operations.

TCU Core Competencies:

University Core Competencies definitions may be found on the Human Resources website and in the staff performance management system.

Physical Requirements (With or Without Accommodations):

• Visual acuity to read information from computer screens, forms and other printed materials and information.
• Able to speak (enunciate) clearly in conversation and general communication.
• Hearing ability for verbal communication/conversation/responses via telephone, telephone systems, and face-to-face interactions.
• Manual dexterity for typing, writing, standing and reaching, flexibility, body movement for bending, crouching, walking, kneeling and prolonged sitting.
• Lifting and moving objects and equipment up to 10 lbs.

Work Environment:

• Work is indoors and sedentary and is subject to schedule changes and/or variable work hours.
• There are no harmful environmental conditions present for this job.
• The noise level in this work environment is usually moderate.
• This role is an on campus, in-person position.

Employment Values Statement:

Texas Christian University values Integrity, Engagement, Community, and Excellence in the workplace. TCU treats applicants and employees with fairness and respect. TCU hires and promotes individuals based on their qualifications and their commitment to making a positive impact on our student-centered community. TCU is an equal opportunity employer and follows all applicable employment laws. TCU fairly considers all qualified individuals, ensuring we are a workplace free from unlawful discrimination and harassment.