Job Details

University of San Diego
  • Position Number: 5284616
  • Location: San Diego, CA
  • Position Type: Financial Aid

Specialist, Law School Financial Aid

Position Title & Department: Specialist, Law School Financial Aid; School of Law

Posting #: 4941

Department Description:
USD School of Law is one of the 84 law schools elected to the Order of the Coif, a national honor society for law school graduates. The law school's faculty is a strong group of outstanding scholars and teachers with national and international reputations and currently ranks in the top 20% (36th out of 204) among U.S. law schools in scholarly impact according to a 2018 study. The school is accredited by the American Bar Association and is a member of the Association of American Law Schools. Founded in 1954, the law school is part of the University of San Diego, a private, independent, Roman Catholic university chartered in 1949.

University Description:
The University of San Diego, a contemporary and engaged Contemporary Catholic institution, was founded by the Diocese of San Diego and the Society of the Sacred Heart in 1949. Governed by an independent board of trustees since 1972, USD remains committed to a liberal arts education grounded in the Catholic intellectual tradition and the pursuit of truth, goodness and beauty. Inspired by this centuries old tradition of Catholic higher education, the University welcomes people of all faith traditions and any, or no, religious background. The future success of USD relies on the contributions of those who seek to foster the development of engaged global citizens and an earnest confrontation of humanitys urgent challenges.

Detailed Description:
This position will assist in the administration of over $44 million in federal, state and institutional financial aid and is responsible for knowledge of federal and state regulations as well as institutional policies and procedures as they relate to need analysis and student eligibility for financial aid. They will be the first point of contact for financial aid questions via phone call, email and walk-in, including students in the USD Paralegal Program. This person is solely responsible for managing the Federal Work Study program including verifying student eligibility to work, and is responsible for the certification of bar study loans using ELM Resources. This position will also perform the weekly transfer of student records from the Department of Education to the Banner financial aid system ("Dataload") and perform other duties as assigned including support for the Office of Admissions. The hours are Monday through Friday, 8:30 am to 5:00 pm with occasional overtime.

Duties and Responsibilities:

General Financial Aid:
  • Counsels existing and prospective students on financial aid programs, eligibility criteria, deadlines, and application procedures
  • Assists in resolving complex cases regarding financial aid
  • Assists students in completing financial aid forms, when appropriate
  • Reviews financial aid forms for completeness and accuracy
  • Determines eligibility and awards aid accordingly
  • Responsible for revising awards when required
  • Is the designated financial aid contact for students in the USD Paralegal Program

Federal Work Study (FWS) Program:
  • Serves as liaison for students, staff and faculty regarding the Federal Work Study program
  • Develops and implements policies and procedures that ensure consistency in FWS hiring process
  • Monitors hiring process including I-9 review and confirmation of completed background checks
  • Processes and monitors employment contracts and earnings for off-campus agencies
  • Counsels students on alternatives to work study funding
  • Conducts training sessions for supervisors
  • Assigns student's pay rates; maintains accuracy of job descriptions; monitors monthly earnings of students and notifies supervisors of eligible hours available
  • Monitors earnings to ensure compliance with federal financial aid awarding regulations Maintains documentation on students to comply with audit requirements
  • Develops and updates forms and FWS contracts

Financial Aid Dataload:
  • Performs timely and accurate transfer of student records from the Department of Education to the Banner Financial Aid system
  • Coordinates, adjusts and monitors Dataload activity throughout the processing cycle
  • Works closely with the Associate Director and ITS staff when problems arise
  • Identifies and resolves Dataload errors

Student Loan Certification:
  • Certify student Bar loans using ELM Resources

General Office Duties:
  • Answer and direct all incoming Financial Aid calls and act as backup to incoming Admissions calls and inquiries
  • Answer general questions at the front counter regarding Admission and Financial aid processes
  • Scan and index variety of documents into Banner financial aid system
  • Performs other duties as assigned

Special Conditions of Employment:

Effective June 1, 2023, based on CDC guidance, the University strongly encourages all campus members to stay up to date with Influenza and COVID-19 vaccination recommendations. For more regarding information USD's COVID-19 protocols, please visit

Background check: Successful completion of a pre-employment background check.

Degree Verification Requirement: Persons offered employment in this position will be required to provide official education transcripts for degree verification purposes.

Job Requirements:
Minimum Qualifications:
  • High school diploma or equivalent and 2-3 years of financial aid work experience required

Preferred Qualifications:
  • Knowledge of Title IV Financial Aid program requirements recommended
  • Experience with Banner Financial Aid and Workday Enterprise management systems is preferred

Performance Expectations - Knowledge, Skills and Abilities:
  • Must have effective oral and written communication skills.
  • Knowledge of financial aid processes, eligibility and needs analysis methodology
  • Ability to plan, organize and prioritize workload
  • Ability to work well under deadlines and heavy workload
  • Exceptional organizational skills to maintain accurate and orderly record keeping
  • Must have excellent interpersonal skills in working with supervision, peers, students, faculty, and other departments
  • Must have knowledge and experience with various computer programs (e.g., Microsoft Office applications, integrated database systems)

Certificates, Licenses, Registrations:
  • FERPA certification will be required.

Posting Salary:
$25 - $30 per hour; Excellent Benefits

The University of San Diego offers a very competitive benefits package including; medical, dental, vision, a retirement contribution given to you by the University, and access to on-campus Fitness Centers. Please visit the benefits section of our website to view all of the perks and benefits that USD has to offer. USD: Human Resources: Benefits

The salary range provided in this posting reflects what we reasonably expect to pay for this position. Actual compensation offered or earned is dependent on experience, education and other factors including departmental budget.

Special Application Instructions:
Resume and Cover Letter Required

Click the 'Apply Now' button to complete our online application. In addition, please upload a cover letter and resume to your application profile for the hiring managers review. If you have any questions or difficulties please contact the Employment Services Team at

Additional Details:
Hours: 37.5 hours per week

Closing date: Open until filled

Note: External job postings will be up for at least five days. After that time, applications will be reviewed by the hiring manager/committee throughout the posting period. A candidate may be selected at any time which could then close this posting on a date earlier than listed.

The University of San Diego is an equal opportunity employer committed to diversity and inclusion and is especially interested in candidates who can contribute to the diversity and excellence of the campus community.

The University of San Diego is a smoking and tobacco-free campus. For more information, visit

Advertised: May 24, 2024
Applications close: Open until filled

To apply, visit

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