Financial Aid Compliance Coordinator

Seaside, California
Mar 06, 2018
Institution Type
Four-Year Institution

Financial Aid Compliance Coordinator

(Student Services Professional III)


Apply Today!  Open until filled.  The Priority Screening Date is:  Sunday, March 18, 2018


Under general direction, the Financial Aid Compliance Coordinator performs complex Financial Aid professional work reated to Financial Aid compliance with federal, state, Chancellor’s Office and CSUMB rules and regulations.  The incumbent will conduct audits to ensure internal quality control for financial aid transactions.  The F.A. Compliance Coordinator will also be responsible for the coordination of staff training and quality improvement.

ESSENTIAL DUTIES AND RESPONSIBILITIES include, but are not limited to, the following:

1. Compliance Officer

Conduct internal quality control review and analysis of workload for Financial Aid Counselors consisting of Title IV reports, QA file verifications, professional judgment decisions (PJ), Return of Title IV (R2T4) processing, Satisfactory Academic Progress (SAP), financial aid budget (COA) adjustments, aid revisions and awards.  In consultation with management, establish operational policy and procedures for internal controls and develop and/or recommend appropriate training to insure improvement in accuracy of staff work and in support of professional development needs of financial aid technicians and advisors.

Conduct a review and analysis of at minimum at least 30% of workload for each counselor for their assigned job tasks that are subject to annual audit.  In collaboration with counselors & management, develop or enhance auditing instruments and/or recording methods to insure that annual auditing requirements are met as directed by the CSU Chancellor, federal and/or state auditors. Utilize PeopleSoft queries/reports to facilitate the auditing of each technician and counselor's workload. Meet or discuss with management findings of error rates/percentages to assess training needs.  Insure auditing review steps and activity details are included in Auditing & Training program policies and procedures.  Coordinate information affecting staff with managers and appropriate campus personnel to provide timely policy and procedure updates where and when necessary.   

Assume responsibility for initiating and modifying Compliance & Training Policies and Procedures. When appropriate, consult with management and other professional level staff regarding interpretation regulations and procedures.  Stay abreast of and successfully apply knowledge of various changing federal, state and institutional regulations.

2. FAO Training

Recommend and/or coordinate counselor training sessions/workshops/seminars/webinars for the purpose of reducing workload processing errors and improving accuracy of work output.  Develop and prepare training sessions within scope of capabilities, experience and knowledge based on findings of auditing review and analysis.  When necessary and with management approval, consult invite external constituents and/or agency representatives to provide training sessions.

In addition, insure the incorporation of corrective actions in audit and training policy and procedures (rules) and work collaboratively with committee chairs to update P&P's as needed. 

Insure due diligence in disseminating and posting of program information so that it meets federal, state and institutional compliance.  Keep management current regarding program updates. Ensure that email and/or written communications regarding program auditing and training are distributed to staff as needed or when appropriate.

3. Counselor

Chair weekly meetings with FA counselors during their counselor meetings to contribute recommendations and suggestions that impact the improvement in the quality of their workloads and/or to obtain information to determine what types and what subjects of training are needed.  Meet weekly with immediate supervisor and/or management to present audit findings and to make recommendations involving appropriate trainings.  Attend professional conferences and/or training workshops to enhance professional and personal growth and experience.

4. Other Duties as Assigned

 Work on projects assigned by supervisor/management.  Keep supervisor/management updated on project assignments providing final results in a timely manner.

Chair and/or participate in FAO Committee assignments on an annual or as needed basis.

Other Functions:

Performs other job-related duties and special projects as assigned.


Thorough knowledge of the principles of individual and group behavior. General knowledge of the principles, practices and trends of the Student Services field as well as general knowledge of the policies, procedures and practices of the program area to which assigned; general knowledge of individual counseling techniques; general knowledge, or the ability to rapidly acquire such knowledge, of the organizational procedures and activities of the specific campus to which the position is assigned. Working knowledge of student services programs outside the program to which immediately assigned.

Ability to analyze complex situations accurately and adopt effective courses of action; advise students individually and in groups on complex student‐related matters; determine appropriate courses of action and proper techniques to utilize while engaged with individuals in personal interactions of an argumentative or sensitive nature; interpret and evaluate descriptions and explanations of problems brought forward by individuals or student organizations, analyze and define the problem, draw valid conclusions and project consequences of various alternative courses of action; carry out a variety of professionally complex assignments without detailed instructions; and establish and maintain cooperative working relationships with a variety of individuals.


Experience: Possession of these knowledge and abilities is typically demonstrated through the equivalent of three years of progressively responsible professional student services work experience. One year in the program area to which assigned may be preferred but is not required. A master’s degree in Counseling, Clinical Psychology, Social Work, or a directly related field may be substituted for one year of experience. A doctorate degree and the appropriate internship or clinical training in counseling or guidance may be substituted for the three years of experience for positions with a major responsibility for professional career or personal counseling.

Education: Equivalent to graduation from a four-year college or university in a related field, including or supplemented by upper division or graduate course work in counseling techniques, interviewing, and conflict resolution where such are job-related.


Fluency in using standard office software packages. Demonstrated ability to address the essential functions associated with this position including the knowledge and abilities identified above – including knowledge of COD, FSA, ELM, and other FA websites.


Technical fluency with Banner, Oracle/PeopleSoft, CSU Common Management System or equivalent information system; Microsoft Office Professional Suite, and Google mail and calendaring programs. 


  • A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with CSUMB.  Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current employees who apply for this position.
  • 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 CSU Executive Order 1083  as a condition of employment.
  • This position will have a duty to report to the Campus Title IX Officer information pertaining to victims of sex discrimination, sexual harassment, sexual misconduct, dating/domestic violence, and stalking as required by CSU Executive Order 1095.
  • This position has been designated as a sensitive position with Access to and responsibility for detailed personally identifiable Level 1 confidential information about students, faculty, staff or alumni that is protected, personal or sensitive as defined in the CSU Information Security Data Classification Standards); control over campus business processes, either through functional roles or system security access.
  • This position is required to comply with confidentiality requirements outlined in the Department of Education’s Family Educational Rights and Privacy and California’s Educational Code Chapter 13 regarding sensitive student issues.
  • Must possess and maintain a valid license to drive in the State of California, pass the Defensive Training Class, and be insurable under the University's liability coverage.
  • May require occasional evenings and/or weekend work.


Office environment with standard equipment and tasks. Position requires working at a computer and desk for extended periods of time.  May require travel between campus offices and off-campus locations.


Anticipated hiring salary in the low $4,000's/month.  For salary range info see:  CSU Salary Schedule.  CSUMB offers an attractive employee benefits package, CSU Benefits R04.  The University Corporation at CSU Monterey Bay also provides access to affordable campus housing, Employee Housing.


March 26 - 27        Zoom interviews

March 28 - 29        Campus interviews   


For full consideration, submit the required documents by 5:00 p.m. on the priority screen date listed above.  For assistance or if you require an accommodation, please call (831) 582-3389.  For computer/online access you may visit the Tanimura and Antle Family Memorial Library (map). 

CSU Monterey Bay is an Affirmative Action/Equal Opportunity Employer.  We consider qualified applicants for employment without regard to:  Age, Disability, Race or Ethnicity, Gender, Gender Identity or Expression, Nationality, Religion, Sexual Orientation, Genetic Information, Veteran or Military Status.

All employees must be eligible for employment in the U.S.


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