Financial Aid Specialist (Temporary)

West Coast University; Irvine (CA); On-site; USD 65,000 - 75,000; Full time

Job summary

West Coast University is seeking a Financial Aid Specialist to handle non-student-facing processing across assigned responsibilities. You will manage Cal Grant, ISIR reviews, and aid calculations, ensuring timely, accurate processing in compliance with federal and state rules.

The role supports multiple campuses, collaborates with internal departments, and requires strong attention to detail, integrity, and customer service.

Qualifications

• Bachelor’s degree preferred with 5+ years of financial aid experience, or equivalent demonstrated education/experience.
• Knowledge of federal/state aid regulations and Title IV rules.

Responsibilities

• Manage assigned activity queue to ensure accuracy and timeliness.
• Complete required weekly reporting (reconciliation, productivity, etc.).
• Review ISIRs as part of assigned processes.
• Document actions and guidance in the Student Information System.
• Adhere to policies, laws, and professional standards.

Skills

Customer service

Attention to detail

Regulatory knowledge

Education

Bachelor’s degree or higher (preferred)

Tools

Anthology SIS

Job description

The Financial Aid Specialist will be involved in multiple aspects of financial aid administration. This position's main responsibility is to complete non‑student‑facing processing for assigned responsibilities and to ensure all processing is completed timely and accurately.

Areas of responsibility include complex and heavily regulated processing that requires specialized knowledge of financial aid regulations. Duties vary by team assignment and include file reviews, ISIR reviews, approval of financial aid awards, managing state‑based funds such as Cal Grant, tuition obligation and R2T4 calculations, processing stipends, monitoring and resolving Title IV credit balances, processing refunds, NSLDS reporting, import/export file processing, resolving disbursement and origination errors, evaluating and approving institutional aid, SEOG and private loan batches, and completing various direct reports.

While not student‑facing, customer service is critical as the role supports all WCU and ACC campuses and works closely with internal departments.

Essential Functions & Responsibilities

All Financial Aid Specialists are responsible for:

• Managing their assigned activity queue to ensure all activities are completed accurately and on time.
• Completing required reporting each week as prescribed by their leader. This includes reconciliation reporting, productivity reporting and assigned reports.
• Review ISIRs where appropriate as a part of their assigned processes.
• Document activities, action taken, and guidance to campus as necessary in the Student Information System.
• Adheres to College/University policies and procedures and conducts job responsibilities in accordance with the standards set out in the College/University’s policies and procedures, applicable federal and state laws, and applicable professional standards.
• Other duties as assigned.

Based on team assignment, the Financial Aid Specialist will have the following responsibilities:

Finalize Aid

• Complete federal verification of files selected by Department of Education not verified by the 3rd Party Servicer.
• Evaluate files for conflicting information and c‑codes and provide guidance to resolve.
• Determine aid eligibility for federal, state, and institutional aid.
• Monitor FAME Approved spreadsheets and update the Student Information System accordingly.
• Work Variance reports to identify and resolve award discrepancies.
• Manage and process all aspects of Cal Grant, including initial award, award updates, responding to campus inquiries, and data entry on state sites.
• Process Federal Work Study awards and payments.

Refund Team

• Complete tuition obligations and R2T4 calculations for all students that drop or take a leave of absence.
• Process refunds.
• Process campus stipend requests.
• Process Title IV credit balances.
• Process NSLDS (SSCR) reports.

Disbursement & Exceptions

• Resolve or re‑assign origination and disbursement errors.
• Review manual batches to ensure criteria met for all batches; prepare batches for approval.
• Evaluate and initiate appropriate action to resolve, or override exceptions.
• Resolve or adjust rejected disbursements in Anthology.
• Reverse or adjust refunds in COD.
• Proficient reviewing the cash flow, past due, and exception reports.
• Import/Export files through the Mailbox Manager.

Minimum and Preferred Qualifications

• Bachelor’s degree from an accredited College or University is preferred. Experienced candidates will be considered without a degree provided they have more than 5 years of financial aid experience and a combination of experience and education comparable to a bachelor’s degree.

Experience & Skills

• 5 years financial aid required.
• 5 years campus support or customer service.
• Requires proficient knowledge of standards and processes within financial aid plus experience supporting campus operations in an educational setting.
• May not be in default on a federal student loan or owe repayment on a federal grant.
• Demonstrates highest level of integrity, professional ethics, and confidentiality in all interactions.

Equality and Inclusion Statement

West Coast University is proud to be an equal opportunity employer. We embrace diversity and are dedicated to creating an inclusive environment for all associates.