Program Specialist 3 - Financial Aid Programs

South Puget Sound Community College; Olympia (WA); On-site; USD 60,000 - 79,000; Full time

Benefits offered by this job

Medical, dental, vision insurance

Life and long-term disability coverage

Retirement plans; generous leave

Job summary

South Puget Sound Community College (SPSCC) is seeking a full-time Program Specialist 3 - Financial Aid Programs. The role focuses on analyzing applications, advising students, and ensuring compliance across federal, state, and institutional aid programs.

It supports disbursement, reporting, and cross-department collaboration to promote student success in financial aid and literacy. The position reports to the Director of Operations and Strategic Programming within the Corporate and Continuing

Qualifications

• Bachelor's degree and 2+ years in financial aid or related regulatory role.
• Ability to read, interpret, and apply federal/state/institutional regulations.
• Experience with electronic information management systems and databases (ctcLink/PeopleSoft, COD, WSAC).
• Analytical, critical thinking, and problem-solving in aid eligibility context.
• Experience with privacy laws and confidentiality (FERPA, immigration records).
• Proficiency with Microsoft Office and data analysis.

Responsibilities

• Analyze financial aid applications and determine eligibility.
• Perform file verification when directed by regulations.
• Advise students and families on federal/state aid processes and criteria.
• Implement regulations and align federal/state guidelines with policies.
• Determine eligibility and award aid per policy (Pell, Direct Loans, etc.).
• Evaluate SAP and review Financial Aid Appeals for future eligibility.
• Reconcile data across ctclink, cashiering, EAB Navigate360, COD and gov databases.
• Coordinate with WorkForce Training and other grant programs for timely awards.

Skills

Analytical thinking

Attention to detail

Communication skills

Teamwork

Numerical accuracy

Privacy & confidentiality

Education

Bachelor's degree and 2+ years in financial aid or related role

Tools

ctcLink/PeopleSoft/COD/WSAC portals

Microsoft Office Suite

Job description

South Puget Sound Community College (SPSCC) invites applications from highly motivated and qualified candidates for the position of a full-timeProgram Specialist 3 - Financial Aid Programs.

South Puget Sound Community College's mission is "to support student success in postsecondary academic transfer and workforce education that responds to the needs of the South Sound region". This position will promote student success by fostering student learning and understanding of grants, scholarships, and other forms of financial aid. This position will also engage students and provide tools for lifelong financial literacy through presentations and partnerships with the community and third-party providers.

The Program Specialist 2 reports directly to the Director of Operations and Strategic Programming and coordinates duties for the Training Programs within the Corporate and Continuing Education department. The programs administered by this department support Workforce Education and are designed to be responsive to community needs.

The annual salary range for this position is $59,760.00 - $78,504.00.

What You'll Do:

Essential Function: General Financial Aid Responsibilities:

• Analyzing incoming financial aid applications and documentation for eligibility based on applicable federal, state, and institutional regulations
• Perform file verification (C-codes, conflicting information, information, professional judgment) when selected by the Department of Education or as directed
• Independently advise students and families on the federal, state, and institutional financial aid application process and program criteria
• Read, interpret, and implement local, state, and federal regulations applicable to the assigned program area; identify where federal and state guidelines align and differ
• Determine eligibility and award aid in accordance with regulatory requirements and internal awarding policies including Pell, SEOG, WCG, CBS, Federal/State Work Study, VA Benefits, and Direct Loans as applicable to assignment.
• Evaluate Satisfactory Academic Progress (SAP): review Financial Aid Appeals for future eligibility and ensure compliance with Federal and State regulations.
• Evaluate and reconcile student data across multiple systems - ctclink, cashiering registration, EAB Navigate360, COD, and government databases - contacting outside parties or students as needed to resolve discrepancies and adjust aid packages.
• Coordinate with WorkForce Training, Opportunity Grant, and other grant program staff to ensure accurate and timely awarding across funding streams.
• Support special projects and initiatives assigned by the Director or Dean.
• Support and focus on the vision, mission, and goals of the organization and team.
• Deliver high-quality, culturally responsive customer services across in-person, virtual, phone and email channels; apply an equity lens to all interactions and actively work to mitigate systemic barriers for first-generation, disabled, domestic violence-affected, and formerly justice-involved students.
• Counsel applications through complex application materials with strict confidentiality - including immigrations status, complex tax situations, and individual/family barriers - following federal and state guidelines; connect students with funding options through state, federal, and third-party agencies.
• Understand the historical barriers for Black/African American, Indigenous, Latinx, and Pacific Islander students and apply that understanding to daily practice and student-facing interactions.
• Utilize EAB Navigate360 to communicate with students, set appointment availability, and respond to student inquiries

Essential Function: Program Compliance & Processing

• Lead or support disbursement and fund authorization processing; run reports and queries in ctclink to identify and resolve disbursement errors; adjust and cancel aid based on enrollment changes or regulatory requirements and notify students as appropriate
• Perform electronic file transfers to COD and WSAC on federally and state-required schedules; correct rejected originations and disbursements; monitor and resolve reporting exceptions (e.g., MRR/POPS); maintain Aid Year Rollover run controls and file configurations
• Reconcile program funds with COD, WSAC, and the Finance Office on schedule established by program regulations; collaborate with student financials, cashiers, and payroll to investigate and resolve data discrepancies; track program expenditures and verify fund balances monthly, quarterly, and annually
• Assess federal and state reports to identify and resolve account discrepancies within required timelines; maintain compliance documentation; assist with preparation of disbursement data for federal and state reporting (Operations Report, Unit Record Report); submit monthly cash requests and required state reports on WSAC
• Support operational continuity across financial aid program areas as directed; apply working knowledge of multiple program areas to ensure consistent service delivery

Essential Function: Financial Aid Program Administration

• Performs financial aid program administration duties as assigned by the supervisor
• Specific work assignments may include any combination of the following program areas and functions, based on operational need and supervisor direction
• Federal program administration - including origination, disbursement, and reconciliation of Title IV funds (Pell, Direct Loans); monitoring COD transactions; complete required federal documentation (MPN, Entrance/Exit Counseling); processing Return to Title IV (R2T4) calculations; and resolving report discrepancies within federal compliance timelines
• State program administration - including updating WSAC eligibility in ctcLink, processing and reconciling state fund awards (WCG, CBS, Passport, WASFA, and related programs), submitting monthly cash requests and A-19s, and coordinating Work Study program administration including fund monitoring, employer contracts, and student payroll
• Electronic file management and compliance tracking - including ISIR electronic transmissions and correction file transfers, Aid Year Rollover run controls, SAP tracking and appeals coordination, and ctcLink status updates and Ed Plan monitoring
• Scholarship and emergency aid administration - including reviewing applications, awarding funds, and collaborating with the Foundation on quarterly account reconciliation

Qualifications You Possess:

Minimum Qualifications

• Bachelor's degree and two years of experience in financial aid, student services program administration, or a closely related regulatory compliance/program coordination role; or equivalent experience.
• Demonstrated ability to read, interpret, and apply federal, state, and/or institutional regulations and policies.
• Experience with electronic information management systems and/or database software (e.g., ctcLink/PeopleSoft, COD, WSAC portals)
• Analytical, critical thinking, and problem-solving skills in a program administration or financial aid eligibility context.
• Experience with privacy laws and confidentiality requirements (e.g., FERPA, immigration-related records).
• Intermediate proficiency with Microsoft Office Suite (Excel, Word, Outlook), ability to merge, sort, and analyze spreadsheet and database data.
• Effective verbal and written communication skills in English, ability to produce written reports for
• internal and external audiences.
• Ability to work accurately with numbers and detailed records; strong attention to detail and accuracy.
• Ability to work independently and collaboratively, prioritize multiple tasks, maintain confidentiality, and accommodate frequent interruptions

Preferred Qualification

• ctcLink required training (Student Financials, Financial Aid modules).
• Non-discrimination/Title IX/FERPA.
• Ethics in Public Service/Safety Orientation.
• Financial aid regulatory training relevant to assigned program area (NASFAA, WSAC training, FSA training)
• COD/EDConnect and federal system training as applicable to assignment.
• Nelnet, EAB Navigate360, or other platform training as applicable to assignment.
• Financial aid program administration training relevant to assigned work areas (NASFAA, WSAC, FSA training); ongoing professional development to maintain working knowledge across federal and state program areas as operationally assigned.

Background Check Condition of Employment

Employment with the college is contingent upon the successful completion of a comprehensive background check. Any adverse information will be considered on a case-by-case basis and does not automatically preclude a candidate from employment.

Veterans Preference

Applicants who meet the minimum qualifications and wish to claim Veterans Preference must submit a copy of their United States Department of Veterans Affairs honorable discharge documentation. All personally identifiable information must be redacted prior to submission. The redacted documentation should be emailed to [e-mail], with the job number for which the applicant is applying clearly indicated in the subject line.

Benefit Information

A generous benefits package including medical, dental, vision, life insurance, long-term disability, retirement, and optional deferred compensation programs. The position is eligible to participate in the State Board Retirement Plan (SBRP) and Department of Retirement Systems (DRS). Employees have the option to participate in two tax-deferred retirement investment programs. For health benefit information, go to the Washington Health Care Authority.

Bargaining Unit

This position has been designated as a bargaining unit position represented by the Washington Federation of State Employees.

Compensation

Your paycheck is part of your total compensation package, with employee benefits worth about 30% of your salary.

Vacation and Sick Leave

Annual leave includes vacation, 11 paid holidays, and 12 days of sick leave.

South Puget Sound Community College values diversity and is anEqual Opportunity Employer and Educator

SPSCC provides equal opportunity in education and employment and does not discriminate on the basis of race, color, national origin, age, disability, genetic information, sex, sexual orientation, marital status, creed, religion, or veteran status. Prohibited sex discrimination includes sexualharassment, defined as unwelcome sexual conduct of various types. In accordance with the Americans with Disabilities Act (ADA)and the Rehabilitation Act, SPSCC provides reasonable accommodations for qualified students, employees, and applicants with disabilities.

Inquiries regarding non-discrimination policies, Title II,and Title IX may be directed to:

Lacy Neal / Executive Human Resources Officer/Title IX Coordinator
Phone: [phone]
Email: [e-mail]
Building 25, Room 220
2011 Mottman Rd SW
Olympia, WA 98512

For general SPSCC recruitment inquiries, please contact Sheemica Butler-Hill at [e-mail].

South Puget Sound Community College is a smoke-free and drug-free environment.

Applicants who require accommodations in the application process or need materials in an alternative format may contact the Human Resources Office at [phone].