Financial Aid/Veterans Assistant Senior (2 positions)

Job description

Financial Aid/Veterans Assistant Senior (2 positions)

Butte-Glenn Community College

Opening Date/Time:

Closing Date/Time: 3/21/2018 4:00 PM Pacific

Salary: Not Displayed

Job Type:

Location: Main Campus, CA

Department: Student Services


Full-time 40 hours per week; 12 months per year
CSEA - Range 27; $3,730.22 per month

Some highlights and details associated with this position:

  • Work schedule of Monday - Thursday, 7:30 a.m. - 5:00 p.m. and Friday 8:00 a.m. 12:00 p.m. This is a year round position with occasional evening and weekend outreach events.
Health benefits, The District offers several plans to employees, many of them at no cost to the employee. Additionally, Butte College employees have access to two Health and Wellness Centers through Butte Schools Self-Funded Programs. Employees can receive free or reduced cost care (depending on plan election).

Butte College's main campus is located on a 928-acre wildlife refuge and we pride ourselves on being a national college leader in sustainability. Community partnerships matter to us. We work with our K-12 partners to create career pathways for students to seamlessly move from high school to Butte College coursework or credit to transfer to a four-year university. In fact, Butte College has the highest transfer rate of all California community colleges to California State University, Chico. Butte College contributes to economic development through the Training Place, and the Small Business Development Center.

For 50 years, we have successfully provided a quality educational experience to our students, offering associates degrees and training in career fields including business, medical, law enforcement, welding, automotive, computers, and more.

The ideal candidate will share Butte College's commitment to our mission and values, especially our commitment to educating our racially and socio-economically diverse student population. We currently enroll around 16,000 students annually, many of whom are from racially minoritized populations. 59% of Butte College students are white, 27% are Latinx, 6% are Asian, 3% are African American, 2% are Native American, and 4% are multi-ethnic. As an emerging Hispanic Serving Institution (HSI), Butte College understands that it has a great responsibility to the educational attainment and economic well-being of our surrounding communities.

The successful candidate will join a campus community that demonstrates its commitment to student equity by supporting ongoing professional development for students, faculty and staff. These opportunities include a Cultural Awareness Community of Practice, FAIR Classrooms, active Diversity and Student Equity Committees, support for our undocumented and AB 540 students (Download PDF reader), a robust set of culturally responsive programs and events, and conferences related to equity-mindedness and supporting the success of our diverse students.

Under the direction of an administrator, performs needs analysis, determines eligibility, package awards and a variety of other related duties related to the processing and awarding of financial aid, veterans, and Board of Governors Grant programs in accordance with District policies and federal, state and local requirements.

This is the senior, technical specialist level in the Financial Aid / Veterans Assistant series. Work is performed within broad guidelines, which may require high levels of independent judgment and may involve responsibility of lead direction of projects and staff performing related duties. Duties may involve performing the most technical and difficult tasks, requiring specialized or advanced skill in one or more areas of the work assigned.

Representative Duties:

REPRESENTATIVE DUTIES: The duties recorded below are representative of the duties of the class and are not intended to cover all the duties performed by incumbent(s) of any particular position. The omission of specific statements of duties does not exclude them from the position if the scope of work is similar, related or a logical assignment to this class. The essential duties of the class are indicated with an asterisk *.

  1. Assists students and their parents in applying for financial aid, veteran's benefits and BOGG fee waivers and resolves technical processing problems*
  2. Performs a variety of duties related to inputting and downloading District computer based information and software including Financial Aid, Business Office and ISIR requests and corrections with Department of Education software; acts as liaison with the Department of Education and the Central Processor*
  3. Determines and certifies eligibility for borrowers in the Stafford and PLUS loan programs; requests electronic guarantees*
  4. Evaluates prior military credit (DD-214 and Service Schools) per ACE guidelines; submits course catalog to the Bureau for Private Postsecondary and Vocational Education and the Veterans Administration for approval to pay veterans for specific programs offered at Butte College*
  5. Performs student financial need analysis and verification processes and resolves all conflicting information; reviews budget construction, income changes and monitors academic progress, attendance and course completion and makes appropriate recommendations*
  6. Acts as liaison with the Department of Education coordinating and determining the return of Title IV refunds and repayment obligations. Participates in the annual audit of student records regarding the return of Title IV funds and overpayments*
  7. Conducts various meetings to provide financial aid and veterans benefits counseling; may conduct loan entrance and exit counseling in individual and group settings; presents general financial aid and veteran's program information and individual instructions to local high schools, community groups and college classes*
  8. Provides work direction to VA Work-Study student employees, including the interviewing and hiring; completes and submits VA Work-Study contracts and timecards to the VA for approval*
  9. Interprets and processes amendment slips posting changes to student awards and/or budgets as a result of unit level changes, child care expenses or academic progress*
  10. Keeps informed pertaining to present and pending laws, rules, regulations and interpretations pertaining to financial aid and veteran's programs to apply them to student situations*
  11. Processes federal and state loan reports, including cohort default rate research and assists students with resolution of current or potential default problems*
  12. Acts as liaison with California Student Aid Commission with regard to FFELP programs, lenders, servicers and guarantee agencies/state grants*
  13. Certifies enrollment of veterans and their dependents to the Veteran's Administration and acts as liaison with the Veteran's Administration in regard to veteran's programs*
  14. Coordinates Pell Grant reporting; submits reports, resolves errors, monitors funds available and acts as liaison with other institutions and with the Department of Education*
  15. Coordinates programs administered by the California Student Aid Commission, to include Cal Grants, Chafee, and GEAR Up, etc.; determines and certifies continued eligibility; monitors funds and posts payments and reports results electronically via Web Grants, processes Chafee and GEAR Up checks for disbursement, reports Cal Grant GPA submissions twice per year via Web Grants; balances CSAC and year end records for submittal to the Business Office*
  16. Types a variety of correspondence and statistical reports; creates and maintains files; answers telephones and questions and schedules appointments; operates a computer for word processing, design and layout of flyers and publications, database development and maintenance, charts and spreadsheets, etc*
  17. Initiates, screens and directs telephone calls; assists and directs visitors; determines priorities and independently responds to and initiates correspondence as appropriate.
  18. Serves as back up for student appointments
  19. Assists students in all aspects of financial aid and veteran's benefits including issuing and receiving application and loan forms; completing employment and financial verifications and completes previous aid process to prepare student files for awarding
  20. May serve on a variety of District committees as requested
  21. May perform other duties as assigned



  • Associate's degree in Business, Office Information Systems, Social Science or a related field or the equivalent*; AND
  • Three (3) years of experience directly related to the duties and responsibilities of this class; AND
  • Graduation from high school, G.E.D. or the equivalent**.
* Associate's degree education equivalency equals two (2) years of increasingly responsible related work experience for each full year (24-30 units) of college.

** High School education equivalency equals an adult education diploma or four (4) years of full-time, paid work experience.


  • Sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity and sexual orientation and ethnic backgrounds of community college students and staff.
  • Four (4) years of experience working within student services at an educational institution within the area of financial aid and/or veterans benefits.
  • Bachelor's degree in Business, Office Information Systems, Social Science or a related field or the equivalent.
  • Hold and maintain a valid driver's license throughout duration of employment with the District.
May be acquired through education, training and/or experience.

Knowledge of: District policies, procedures and regulations; financial aid and veterans counseling techniques; federal verification requirements and federal needs analysis; software applications including word processing, data base management and spreadsheets; proper grammar usage; letter and report writing; a variety of computer software and hardware.
Ability to: understand and apply District policies and procedures; counsel students; accurately research and analyze problems and make appropriate recommendations; prioritize work load and meet deadlines; make decisions; work independently with an emphasis on detail; apply good judgment; independently compose correspondence and reports utilizing advanced software and techniques; acquire and maintain technical knowledge of modern office procedures, equipment and computer programs; utilize keyboarding skills commensurate with the required functions for this position; establish and maintain cooperative relationships with those contacted during the course of work; perform a variety of high level clerical work; make mathematical calculations with speed and accuracy; learn and interpret the regulations, policies and procedures of federal and state financial aid and veterans programs; follow oral and written instructions; demonstrate clear evidence of sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability and ethnic backgrounds of community college students.

Supplemental Information:

No assigned permanent staff to supervise. May provide work direction to other Financial Aid staff and student and short-term employees.

Normal office environment. May require standing at a customer service window for extended periods of time.

Faculty, staff, administrators, students and the general public.

Normal office environment.


  1. The successful applicant will be required to complete a medical history questionnaire and must agree to undergo and pass a pre-employment physical examination, based on the physical requirements of the position, prior to employment. The physician will be selected and paid for by the District. Disabilities not related to the essential physical job requirements will not preclude the applicant from being hired.
  2. Education Code § 87408.6 states that no person shall be initially employed by a community college district in an academic or classified position unless the person has submitted to an examination within the past sixty (60) days to determine that he or she is free of active tuberculosis.
  3. As a condition of employment the position you are applying for will require that you provide fingerprints to the local police department. The fee charged by the Department of Justice (DOJ) for the fingerprint report is the employee's responsibility. If you should be offered this position you will be asked to sign a payroll deduction form which will authorize the District to deduct the fee charged by the DOJ from your first paycheck.
The District reserves the right to modify, rescind or re-advertise this announcement without notification or to delay indefinitely the employment of a person for the position.

The Butte-Glenn Community College District is an Equal Opportunity Employer.

-------------------------------------------Application Instructions------------------------------------

ALL APPLICANTS, INCLUDING CURRENT BUTTE COLLEGE EMPLOYEES, MUST SUBMIT ALL REQUIRED DOCUMENTS WITH THE ONLINE APPLICATION IN ORDER TO MOVE FORWARD IN THE RECRUITMENT PROCESS. If you are applying under Equivalency for the education minimum qualification, please attach a document titled Equivalency using the "Transcript" drop down file type located in the attachment section of the application.

All on-line attachment types require that you attach a document.

Please describe in your cover letter how your past experience and qualifications meet the needs of this position.

Please submit this as an attachment, not as a text resume within the application.

You are required to provide transcripts for all coursework and/or degrees listed on the application materials you have submitted. The transcripts must include the date the institution granted the degree. Legible copies of transcripts are acceptable at this point in the process. Official transcripts must be submitted prior to hire.

Foreign transcripts must include a U.S. evaluation and translation. Please contact the Office of Human Resources for a list of agencies providing this service or our website at;

All offers of employment are contingent upon the submission of official transcripts showing completion of the degree.

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Job No:
Posted: 2/22/2018
Application Due: 3/22/2018
Work Type: