Job Details

Financial Aid Specialist
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Position Number: 4860194
Location: Santa Clara, CA
Position Type: Financial Aid

Financial Aid Specialist

Position Title:
Financial Aid Specialist

Position Type:
Regular

Hiring Range:

$22.02 - $25.31 commensurate with experience

Pay Frequency:
Hourly
A. POSITION PURPOSE

The Financial Aid Specialist reports to the Director, Packaging. This is a full-time, full-year position. This position will coordinate the counselors in the Financial Aid Office in their duties; provides process and administrative support to the Financial Aid Office, acts in a customer service capacity, and adheres to federal, state and University policies and procedures. The Financial Aid Advisor & Outreach Coordinator will act as liaison for all Federal Loan borrowers at SCU, providing support and open communication to all departments.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Customer Service

Provide assistance to Sr. Associate Director, Packaging.
Advise and communicate with students, parents, campus departments, and other pertinent constituencies about financial aid eligibility, requirements, availability, and individual circumstances, where appropriate.
Respond to various inquiries from internal/external audience in person, by telephone, and in writing.
Counsel high school and community college students, parents, and counselors with regard to the preparation necessary for enrollment to Santa Clara University.
Conduct needs analysis in compliance with federal criteria to determine the relative eligibility of each financial aid applicant.
Conduct verification of student and parent application data in compliance with federal criteria.
Keep senior management informed of issues and concerns raised by inquiries; identify and recommend changes in processes to better expedite financial aid process (both general and student specific).
Provide counseling services for students, parents, and walk-in visitors on information regarding federal, state, and University financial aid.
Responsible for telephone calls and other communications such as email, social media, etc.
Provide back-up support for Direct Loan inquires and processes.
Receive phone calls from students, answering their questions regarding their loans and repayment options.
Counsel borrowers regarding the requirements for deferment, forbearance, rehabilitation and consolidation options.
Conduct verification of student and application data in compliance with federal criteria.
Understand, interpret, and implement Federal regulations as they pertain to the Financial Aid Office.
Provide assistance to co-workers when required to support the financial aid process.
Daily phone contact with other SCU offices regarding general financial aid office statuses.

2. Financial Aid Awarding

Award Financial Aid to various groups, first year students, current undergraduate students, transfer students, and graduate students, with a leading role in new student packaging.
Determine the types and amounts of financial aid to be awarded through the packaging process according to federal, state and institutional requirements.
Review applications for financial aid, analyze financial situation and needs, determine appropriate packaging of aid and adjust packages to meet changes in student eligibility criteria (federal, state, university and private).
Monitor individual student awards (rainbow reports).
Document aid adjustments.
Develops and maintains students, campus partners, and other pertinent constituencies' relationships in their own area in accordance with team objectives.
Calculate financial need and construct financial aid packages in accordance with federal, state, and institutional aid.
Understands students, campus partners, and other pertinent constituencies' viewpoint and actively seeks and acts upon feedback from customers.
Assist in monitoring and advising students on Satisfactory Academic Progress standards.

Financial Aid Outreach

Lead Financial Aid Outreach program and follow-up activities to targeted populations; present financial aid information to students, parents, staff and the general public in a variety of settings, such as high schools, on-campus, businesses and community organizations.
Develop and organize outreach materials and/or events targeted towards increasing awareness in financial aid programs and services.

General Support and Administrative Duties for the Financial Aid Office

Understand, interpret and implement Federal regulations as they pertain to the Financial Aid Office.
Provide assistance to co-workers when required to support the financial aid process.
Understand, interpret, and implement Federal, state, agency, and university regulations as they pertain to the Financial Aid Office staff, students, and SCU faculty and university staff as necessary.
Review Federal, state, and university rules and regulations to make sure that appropriate procedures are in place to ensure compliance. Continuously reviews, researches, and resolves office procedures and either makes changes or makes recommendations to the Associate Director of Customer Service and Packaging.
Routinely exercises professional judgment relative to confidential student situations.
Participates in the Financial Aid Office's work on the student administrative system as appropriate and in sytem testing for upgrades, regulations, etc.

Other Duties as Assigned

Including, but not limited to, changing processes and procedures quickly to respond to the changing needs of students, the Financial Aid Office, and financial aid regulations.

C. PROVIDES WORK DIRECTION

Not Applicable

RECEIVES WORK DIRECTION FROM

Director of Packaging

GENERAL GUIDELINES

Provide outstanding customer service, in person, on the phone, or by email, while demonstrating patience and understanding, to families and students who are seeking Financial Aid. Also to provide excellent internal customer service to University staff and other agencies on all aspects of financial aid programs (federal, state, university, and private): policies, procedures, practices, office services, and document completion: process applications and/or documents related to aid programs. This position may require some weekend and/or evening work. This position may require travel beyond Santa Clara University to conferences, workshops, etc. This position may be required to present financial aid related information to various audiences, which include forums both internal and/or external. Recommends initiatives and implements changes to improve quality and services. Identifies and determines cause of problems; develops and presents recommendations for improvement of established processes and practices. Maintains contact with customers and solicits feedback for improved services. Maximizes productivity through use of appropriate tools; planned training and performance initiatives. Researches and develops resources that create timely and efficient workflow. Prepares progress reports; informs supervisor of project status; and deviation from goals. Ensures completeness, accuracy and timeliness of all operational functions. Prepares and submits reports as requested and required. Develops and implements guidelines to support the functions of the unit.

F. QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The items below are representative of the knowledge, skills, abilities, education, and experience required or preferred.

This position requires the ability to effectively establish and maintain cooperative working relationships within a diverse multicultural environment.

Employees cannot be in default of Title IV loans.

1. Knowledge

Knowledge of all aspects of financial aid programs, policies, procedures and practices. Knowledge of federal, state, university and private assistance programs. Knowledge of general office policies and procedures, basic office equipment operation (hardware, Microsoft Office products, etc.)

2. Skills

Exceptional organizations skills, strong interpersonal skills, and attention to detail. Excellent communication and listening skills. Excellent writing and editing skills.

3. Abilities

Ability to provide excellent customer service in a high traffic area. Ability to interpret complex institutional, state, and federal regulations; exercise independent judgment in making decisions. Ability to communicate effectively in English, both verbally and in writing. Ability to adapt to work environment change, and relate to diverse populations. Ability to assess situations, prioritize need and tasks, and to assist, counsel, and act accordingly. Ability to establish and maintain effective, team-oriented, working relationships. Ability to operate a personal computer and various software programs. Understanding and support of Jesuit tradition of education and commitment to the fundamental values of service to others, community, and diversity.

4. Education and/or Experience

Bachelor's preferred
Minimum of 2 years of experience at the Administrative Assistant level with increased responsibilities.

G. PHYSICAL DEMANDS

The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. In accordance with the Americans with Disabilities Act, as amended, the California Fair Employment & Housing Act, and all other applicable laws, SCU provides reasonable accommodations for qualified persons with disabilities. A qualified individual is a person who meets skill, experience, education, or other requirements of the position, and who can perform the essential functions of the position with or without reasonable accommodation.

Considerable time is spent at a desk using a computer terminal.
May be required to travel to other buildings on the campus.
May be required to attend conference and training sessions within Bay Area or in- or out-of-state locations.
May be required to occasionally travel to outside customers, venders or suppliers.

H. WORK ENVIRONMENT

The work environment characteristics described below are representative of those an employee encounters while performing the essential functions of this job.

Typical office and computer lab environment.
Mostly indoor office environment with windows.
Offices with equipment noise.
Offices with frequent interruptions

COVID-19 Statement

The health and safety of the university community is a top priority. All Santa Clara University students, and employees are required to be vaccinated against COVID-19 or request a medical or religious exemption. Please visit our COVID-19 webpage for additional information.

EEO Statement

Equal Opportunity/Notice of Nondiscrimination

Santa Clara University is an equal opportunity/equal access/affirmative action employer fully committed to achieving a diverse workforce and complies with all Federal and California State laws, regulations, and executive orders regarding non-discrimination and affirmative action. Applications from members of historically underrepresented groups are especially encouraged. For a complete copy of Santa Clara University's equal opportunity and nondiscrimination policies, see https://www.scu.edu/title-ix/policies-reports/

Title IX of the Education Amendments of 1972

Santa Clara University does not discriminate in its employment practices or in its educational programs or activities on the basis of sex/gender, and prohibits retaliation against any person opposing discrimination or participating in any discrimination investigation or complaint process internally or externally. Information about Title IX can be found at www.scu.edu/title-ix. Information about Section 504 and the ADA Coordinator can be found at https://www.scu.edu/oae/, (408) 554-4109, oae@scu.edu. Inquiries can also be made to the Assistant Secretary of Education within the Office for Civil Rights (OCR).

Clery Notice of Availability

Santa Clara University annually collects information about campus crimes and other reportable incidents in accordance with the federal Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act. To view the Santa Clara University report, please go to the Campus Safety Services website. To request a paper copy please call Campus Safety at (408) 554-4441. The report includes the type of crime, venue, and number of occurrences.

Americans with Disabilities Act

Santa Clara University affirms its commitment to employ qualified individuals with disabilities within the workplace and to comply with the Americans with Disability Act. All applicants desiring an accommodation should contact the Department of Human Resources, and 408-554-5750 and request to speak to Indu Ahluwalia by phone at 408-554-5750 or by email at iahluwalia@scu.edu.

To view the full job posting and apply for this position, go to https://wd1.myworkdaysite.com/en-US/recruiting/scu/scu/job/Santa-Clara-CA/Financial-Aid-Specialist_R4127