Financial Aid Program Coordinator at Mt. San Jacinto College, CA

About the Department

We have one (1) exciting opportunity for a Financial Aid Program Coordinator to serve our Temecula, CA campus.

Under supervision of the Associate Dean of Financial Aid, the Financial Aid Program Coordinator supports the mission of the Office of Financial Aid by helping students and prospective students locate and utilize resources to fund their education at MSJC while adhering to regulatory requirements.  This position requires accurate compliance with awarding authorities and will oversee the administration of all phases of federal and state aid programs.

CONDITIONS OF EMPLOYMENT 

• This position serves District-Wide; applicants may be assigned to any district facility. Work hours and worksite locations are subject to change depending on department needs. 

• A six-month probationary period must be successfully completed before the selected candidate is considered a permanent employee of the district.
  
  
• This position is in the California School Employees Association bargaining unit.  For more information, please visit their website: http://www.csea.com/
  

Position Duties

The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements and duties does not exclude them from the position if the work is similar, related, or a logical assignment to this class.

• Coordinate all functions and maintain compliance for one or more assigned Federal and/or State financial aid programs
• Audit and reconcile funds; audit and review federal and state aid programs throughout the academic year
• Write policies and procedures, including collecting data, evaluating automation of work and work functions, and analyzing post processes to improve services
• Perform ad hoc queries and generate reports related to trend analysis and other summative data for assigned program(s)
• Maintain current knowledge of computer systems, (Colleague, SAIG, COD, Webgrants, FAA Access, NSLDS and other software applications) as it relates to assigned state and federal financial aid program(s)
• Conduct, implement, and monitor electronic data exchange with state and federal agencies
• Assist with the implementation and testing of related patches and system enhancements as it relates to federal and state aid programs
• Perform a variety of data analysis related to the Financial Aid Program. Establish and maintain system-wide parameters and tables to provide accurate information for Federal and State mandated financial aid systems for adequate performance and output
• Screen aid applications and supporting documentation submitted by students for accuracy and consistency; performs need analysis calculations utilizing Uniform Methodology
• Develop appropriate aid packages combining loans, grants, and employment to meet each student's calculated need within program limitations, student preferences, and available funds
• Provide information on aid programs to current and prospective students; explain eligibility criteria and assist students and parents through orientation and community outreach in completing financial aid applications; advise students of rights and responsibilities associated with receipt of Title IV financial aid funds
• Certify financial eligibility for and refer students to other Student Support Services
• Assist in the administration and implementation of Federal and State Financial Aid programs; review and ensure appropriate disbursement amounts according to established procedures
• Prepare statistical, financial, and narrative reports as required; compile information and prepare statistical data, various reports and forms related to Financial Aid programs and other assigned programs as required according to State and Federal regulations, policies and guidelines, application processing and eligibility requirements
• Troubleshoot, diagnose, and resolve problems with automated data and reports
• Serve on the Financial Aid appeals Committee; represent the College in the community as requested
• Recommend policy and procedure modifications relative to the student financial aid delivery system
• Participate in District-provided in-service training programs, as well as state and national student financial aid administrator organizations and related conferences
• Act as liaison for other offices, employees and the community
• Assist with the training and provide work direction to employees and student workers in the Financial Aid Office

KNOWLEDGE, SKILLS, AND ABILITIES

The incumbent should possess knowledge of:

• Federal, State, and college regulations that govern the administration of the financial aid programs
• Financial Aid Student Information Systems, computer applications (i.e. Google, Word, Excel, Access, PowerPoint), and relational database reporting tools

The incumbent should possess skills in:

• Working effectively as a team member
• Meeting schedules and timelines
• Communicating effectively both orally and in writing
• Maintaining documentation and records
• Research, planning, analytics, and problem solving.
• Handling multiple assignments simultaneously and set priorities based on customer needs

The incumbent should possess ability to:

• Use tools in conjunction with databases
• Meet with students and provide information regarding financial aid programs
• Understand and follow financial aid regulations; understand and work within established policies, guidelines, and regulations
• Perform need analysis calculations using Uniform Methodology
• Maintain and prepare accurate records and reports
• Analyze data and other relevant information
• Compile statistical reports and determine trends
• Professional conduct committed to student focused service
• Work in a demanding environment and maintain confidentiality
• Assimilate, comprehend, and determine applicability of legislation and regulations
• Exercise sound, independent judgment with guidelines and procedures
• Perform technical work in support of the Financial Aid Office
• Maintain confidentiality and assist economically disadvantaged and culturally diverse students to meet their educational and career goals by providing budgetary counseling and making referrals as appropriate.
• Establish and maintain cooperative and effective working relationships with others, including those from a diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college students, faculty and staff
• Train and provide work direction to others; work independently with little direction

Minimum Qualifications

MINIMUM QUALIFICATIONS

1. An Associate's Degree (*attach transcript); AND
2. Three (3) years of professional experience in student financial aid services including knowledge of Federal and State regulations governing eligibility for student aid programs; AND
3. One (1) year of experience in the use of software application programs and student financial aid delivery systems; AND
4. Demonstrated sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college students, faculty and staff

SUBSTITUTIONS

Substitutions for meeting the minimum qualifications of this position are allowed. 

• Substitutions for the education requirement include (on a year-for-year basis):
  • Specialized, professional experience that will demonstrate the applicant has acquired and successfully applied the knowledge and abilities described above

DESIRED QUALIFICATIONS

1. A Bachelor's degree
2. Knowledge of PC's and applicable student information databases
3. Five (5) years professional experience in student financial aid services including knowledge of Federal and State regulations governing eligibility for student aid programs 
4. Prior experience in approaching work and interaction with colleagues and/or students in an equity-minded manner. Ability to promote an inclusive and welcoming work/education environment

PHYSICAL DEMANDS AND WORKING ENVIRONMENT

The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals to perform the essential job functions.

Environment:  Work is performed primarily in a standard office setting with travel from site to site. The incumbent must be able to work in a fast paced office environment with background noise and a high stress level.

Physical:  Primary function requires sufficient physical ability and mobility to work in an office setting and travel from site to site; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach and twist; to lift carry, push, and/or pull light to moderate amounts of weight up to 20 pounds; to operate office equipment requiring repetitive hand movements and fine coordination including use of a computer keyboard; and to verbally communicate to exchange information.

Vision:  See in the normal visual range with or without correction; vision sufficient to read computer screens and printed documents; and to operate assigned equipment.

Hearing:  Hear in the normal audio range with or without correction.

Other Qualifications

To learn more about Mt. San Jacinto Community College District, visit https://msjc.edu/humanresources/