Student Financial Aid Systems Specialist

Huntington Beach, California
$55,020.00 - $66,948.00 Annually
Sep 12, 2017
Institution Type
Community College

Golden West College


Student Financial Aid Systems Specialist

Job# G-006-18

Salary: $55,020.00 - $66,948.00 Annually

Deadline:  09/25/17


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Under the direction of the Director, Student Financial Aid, the Student Financial Aid Systems Specialist provides system and operational support for the financial aid office on Student Financial Aid system processing.  Is responsible for the facilitation/support in the establishment, upgrade, monitoring, and maintenance of all financial aid software systems and the technical aspects of processing financial aid applications, as well as facilitating financial aid-related processes by providing quality assurance, troubleshooting, and error resolution.  Collaborates with financial aid and staff to identify areas for improvement of Student Financial Aid systems and data quality. The incumbent is also responsible for data collection, documentation of workflows for existing systems and works with internal and third party developers to ensure that delivered solutions meet the needs of the Student Financial Aid Office in conformity to federal, state, and institutional awarding guidelines.

Supports financial aid staff with customer service and financial aid processing in the use of Ellucian and other financial aid systems in an effort to improve the efficiency and accuracy of financial aid operations.  Serves as the Student Financial Aid liaison with campus departments and administrators.


This position functions as a subject matter expert in financial aid processes and rules that are automated; serves as a liaison between Information Technology professionals and campus student financial aid services; may be designated super user of various electronic applications related to administering student financial aid.

EXAMPLES OF DUTIES: Duties may include, but are not limited to, the following:

• Provide technical and systems support to Student Financial Aid staff; assisting in the development, documentation and maintenance of practices and processes for operations and system processing.

• Participates in the technical development of new processes and systems to benefit financial aid students and staff.

• Collaborate with District IT staff and FA Systems Specialists at the other colleges to validate, verify and test all software and database upgrades to the Student Financial Aid systems, and perform related troubleshooting and testing of new functions.

• Plan and support the development, implementation and testing of system enhancements and new systems. Work with District IT and the other FA Systems Specialists to customize, maintain and implement the annual set up and rule writing procedures for Student Financial Aid applications, which includes but is not limited to disbursement rules, System Applications Products (SAP)calculations rules and packaging etc.

• Develop and conduct routine tests to ensure the Student Financial Aid software systems are in working condition and comply with the various reporting agency requirements.

• Identify operational needs to improve processes; recommend changes for increased efficiency and effectiveness in office operations, and to ensure state and federal data reporting requirements are met.

• Document existing system processes, including workflow processes and procedures.

• Collaborate with Student Financial Aid staff to gather requirements for system improvements to work toward automation possibilities and data consistency.

• Participate in quality assurance efforts to ensure that delivered solutions meet the needs of the Student Financial Aid Office as detailed in the system requirements.

• Develop, schedule and implement training for Student Financial Aid staff on technology applications.

• Interact with technology vendors to ensure effective delivery of vendor services to the Student Financial Aid Office (i.e. Ellucian, PowerFAIDS, etc.).

• Test new releases of software, reports, data integration processes and other related technical system upgrades.

• Recommend and assist with process improvement, develop documentation designed to improve operational effectiveness for District and college use.

• Represent Student Financial Aid at professional organizations or associations; serve on college and District-wide committees as required.

• Assist users in diagnosing and resolving problems associated with Student Financial Aid software; train Student Financial Aid staff in the use of software applications.

• Perform other duties as assigned that support the overall objective of the position.




Knowledge of:

• Principles, practices, and technologies of operating systems.

• Federal, state programs that provide financial assistance to students and student eligibility guidelines.

• Federal, state and local laws, rules and regulations..

• Generating reports from financial aid systems and databases.

• Various activities within system operation including File Transfer Protocols, system/database access, and batch scheduling.

• Student Financial Aid processes and software systems.

• Web development.

• Microsoft Office (Word, Excel, Access, Outlook, PowerPoint).

• Problem-solving skills; managing multiple projects and deadlines.

• Critical thinking, interpersonal, oral and written communication skills.

Ability to:

Work well in a functional and technical team environment and take direction and supervision.

• Learning technologies, analyze, implement and troubleshoot software programs.

• Collaborate with Information Technology staff.

• Perform technical tasks within defined deadlines.

• Apply critical thinking skills.

• Manage conflicting priorities and work under deadlines; manage deadline oriented projects.

• Work independently and with a diverse group of users.

• Give and follow oral and written instructions.

• Analyze the financial needs of students to determine their financial aid eligibility.

• Apply Student Financial Aid program in a fair, consistent and objective manner and in a team based environment.

• Provide strong and clear communication, customer service, and inter-personal skills.

• Work cooperatively with diverse groups of students and staff; work collaboratively with all levels of employees.

• Demonstrate sound judgment with an open and collaborative style that encourages teamwork and cooperation beyond the immediate team to the broader organization.

Education and Experience:

An associate's degree from an accredited institution.

Two (2) to four (4) years of experience with Student Financial Aid office within a higher education environment OR four (4) years working with complex data systems, coordinating computer operations, networks and software applications in a production environment.

Or, any combination of education and experience that would provide the required qualifications.


Conditions of Employment

This is a categorically-funded, full-time, 12-month per year classified position. The District reserves the right to extend, modify, or eliminate this position based upon available funds. The normal hours of work will be 8:00am to 5:00pm, Monday through Friday, with some flexibility required to meet the needs of the department. The effective date of employment will be arranged with the supervisor. 


Regular attendance is considered an essential job function; the inability to meet attendance requirements may preclude the employee from retaining employment.

The person holding this position is considered a mandated reporter under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in Coast Community College District policies, procedures, and Title IX. (Reference: BP/AP 5910)

The Coast Community College District celebrates all forms of diversity and is deeply committed to fostering an inclusive environment within which students, staff, administrators, and faculty thrive. Individuals interested in advancing the District's strategic diversity goals are strongly encouraged to apply. Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose.


PAY PHILOSOPHY: Starting salaries for support staff positions begin at Step-1 of the salary range. All movement on the salary schedule will occur July 1 of each year for all classified employees. Salary also subject to 1.56% COLA effective 7/1/17.


Coast Community College District is an Equal Opportunity Employer

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