Financial Aid Specialist

Santa Clara University; Santa Clara (CA); On-site; USD 3,458,000 - 4,133,000; Full time

Job summary

Santa Clara University’s Financial Aid Office seeks a dedicated Financial Aid Specialist to support processing, counseling, and customer service for students and families.

The role includes needs analysis, verification, packaging, outreach, and ensuring compliance with federal, state, and university regulations. Reports to the Associate Director and collaborates with campus offices to deliver accurate aid solutions.

Qualifications

• Bachelor’s degree preferred or equivalent experience.
• Minimum of 2 years of experience at the Administrative Assistant level with increased responsibilities.
• Must possess a valid driver’s license and have an acceptable driving record.

Responsibilities

• Advise and communicate with students, parents, campus departments, and other constituencies about financial aid eligibility and requirements.
• Respond to inquiries in person, by telephone, and in writing.
• Counsel students and parents on enrollment preparation and financial aid processes.
• Conduct needs analysis and verification in accordance with federal criteria.
• Monitor awards and document adjustments; ensure compliance with regulations.

Skills

Interpersonal skills

Communication skills

Editing skills

Attention to detail

Education

Bachelor’s preferred

Minimum 2 years admin experience

Job description

Position Title:

Financial Aid Specialist

Position Type:

Regular

Hiring Range:

$25.05 - $30.05 per hour; Compensation will be based on education, experience, skills relevant to the role, and internal equity

Pay Frequency:

Hourly

The Financial Aid Specialist reports to the Associate Director. 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, act in a customer service capacity, and adheres to federal, state and University policies and procedures.

A. ESSENTIAL DUTIES AND RESPONSIBILITIES

Customer Service

• 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 audiences 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 inquiries and processes.

• Receive phone calls from students, answering their questions regarding their loans and repayment 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.

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

• 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 senior management.

• 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 system 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.

B. PROVIDES WORK DIRECTION

Not Applicable

C. RECEIVES WORK DIRECTION FROM

Associate Director, Financial Aid

D. 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.

E. 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.

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.)

Skills

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

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.

Education and/or Experience

• Bachelor’s preferred

• Minimum of 2 years of experience at the Administrative Assistant level with increased responsibilities.

• Must possess a valid driver’s license and have an acceptable driving record. The selected candidate will be required to successfully complete a motor vehicle record (MVR) check prior to employment and periodically thereafter, as required by the University policy.

F. 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.