Financial Aid Coordinator (One position Grant Funded; One position General Funded)

Job description

Financial Aid Coordinator (One position Grant Funded; One position General Funded)

North Orange County Community College District

Position Number: CCC698

Location: Cypress College

Department: CC Financial Aid

Percentage of Employment: 100%

Months of Employment: 12 Months/Year

Work Schedule: Monday - Thursday, 9:00 AM - 6:00 PM, Friday, 8:00 AM -5:00 PM(Schedule and shift are subject to change in accordance with department needs.)

Job Description:

Coordinates office activities which includes accounting functions; trains and provides work direction to assigned staff; discusses and reviews daily events with the Director to ensure timely and appropriate coordination of office activities; ensures that work is performed in a competent and timely manner.

Monitors federal and state accounts in accordance with regulations to ensure financial aid funds are accurately reported. Monitors program fund accounts to ensure students are not awarded more than their allocation.

Reconciles direct loan accounts and various federal and state grant award accounts; reconciles various account ledgers; balances fund accounts with internal ledgers and other appropriate sources.

Prepares financial statements and reports as directed; ensures compliance with applicable rules, regulations, policies and procedures.

Assists in the preparation and monitoring of Financial Aid Office budget; processes budget transfers and prepares journal entries; monitors accounting activities of assigned BFAP-SFAA categorically-funded programs.

Provides technical expertise to assist District personnel and department personnel regarding various records, budgets, accounts and programs. Coordinates communication and accounting activities with other District departments and personnel, governmental agencies, private agencies and vendors.

Establishes procedures for intake and processing of student applications; guides and advises students and prospective students concerning the financial aid programs; explains complex policies and procedures.

Sets up financial aid packaging parameters that other staff members can follow to establish award levels. Packages and determines award levels within established guidelines. Communicates award levels with students, sets up accounts along with disbursement and payments dates, and receives and allocates award funds from grantors.

Audits staff work by reviewing student records to assure continued eligibility; verify student enrollment status and adjudicates student appeal relating to academic process; conduct the appeal process for students who have been denied financial aid.

Ensures implementation and maintenance of established District policies and procedures; ensures compliance with federal and state policies and procedures related to accounting.

Learns and applies emerging technologies and advances as necessary to perform duties in an efficient, organized and timely manner; serves as the lead financial aid technical liaison with the Director concerning District wide financial aid technical coordination.

May develop, implement and evaluate default aversion strategies on assigned specialty area. Works with loan services, guarantors, and other auxiliary service providers to remedy delinquent accounts and promotes default management awareness.

Develops and conducts financial aid training and information workshops regarding continuously changing regulations and procedures.

Participates in annual training and professional organizations to keep abreast of new federal and state regulations and program changes.

Demonstrate sensitivity to and understanding of the disabilities and diverse academic, socioeconomic, cultural, and ethnic backgrounds of students.

Performs related duties as assigned.

Primary Purpose:
There are currently two openings for this position. One position is grant funded and exists based on the availability of funds. Employment is contingent upon the continuous availability of funds. One position is general funded.

Under general direction of the Financial Aid Director, manage, coordinate, organize, develop and direct a variety of complex technical tasks involved in the implementation of student financial aid programs and procedures in accordance with federal and state regulations. Coordinates office activities, assists in the delegation of responsibilities and training of office staff. Implements office policies and procedures and performs a variety of complex administrative duties including accounting functions.

Working Relationships:
The Financial Aid Coordinator maintains frequent contact with various departments and personnel, and outside vendors, agencies and financial institutions.

Knowledge, Skills, and Abilities:
Knowledge of state and federal guidelines and regulations for financial aid.

Knowledge of financial aid packaging and awarding policy.

Knowledge of financial and statistical record-keeping techniques.

Knowledge of preparation, maintenance, verification and processing of financial aid records.

Knowledge of accounting and auditing principles, practices and procedures.

Knowledge of applicable sections of State Education Code and other applicable laws.

Knowledge of computer-based accounting systems.

Knowledge of office policies, procedures, and equipment, including the use of personal computers to access student information databases, word processing and spreadsheet applications.

Ability to interpret, apply, and explain rules, regulations, policies and procedures.

Ability to apply financial needs analysis methodology.

Ability to train and provide work direction to others.

Ability to make arithmetic calculations quickly and accurately.

Ability to analyze technical and complex information and documents and make assessments according to complex policies, procedures, and mandated regulations.

Ability to prepare complete and concise statistics, records, reports and files.

Ability to meet schedules and deadlines.

Ability to establish and maintain effective work direction to others.

Ability to plan, organize and prioritize work.

Special Requirements:
The award of all degrees or coursework must be verifiable on a legible transcript.

Minimum Qualifications:
An associate degree, or the completion of at least sixty (60) college-level semester units.

Three years of increasingly responsible lead experience in a financial aid office in a college or university setting.

Commitment to diversity. All applicants must have demonstrated sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender, gender identity, sexual orientation, and ethnic backgrounds of community college students, faculty and staff.

Desirable Qualifications:
Working knowledge of Banner and/or similar systems used in a financial aid office

Experience delivering clear and effective presentations

Experience working with a diverse population

Working Conditions:
College or District indoor office environment; subject to constant interruptions and frequent interaction with administrators, management, faculty, and staff; sitting for long periods of time (up to 2-3 hours); repetitive use of upper extremities including hand coordination activities; occasional travel to other locations to attend meetings or conduct work; hearing and speaking to exchange information in person one-on-one, in a group setting or on the telephone; seeing to read a variety of printed materials and information on a computer screen for extended periods of time. May be subject to performing physical activities, such as, but not limited to, lifting, bending, standing, climbing or walking while performing demonstration and providing student assistance.

Salary Range: $4,750 - $5,763 per Month

Number of Vacancies: 2

Commitment to Diversity:

Posting Number: 2015313P

Open Date: 02/05/2019

Close Date: 2/21/2019

Special Instructions Summary: There are currently two openings for this position. One position is grant funded and exists based on the availability of funds. Employment is contingent upon the continuous availability of funds. One position is general funded.
CCC698 is Grant Funded.
CCC691 is General Funded.

This is a classified position subject to a one-year probationary period. Initial salary placement will be determined by the Office of Human Resources in accordance with Board Policy and is not negotiable. The applicant selected for the position will be required to provide identification and employment eligibility as outlined in the Immigration Reform and Control Act. NOCCCD will not sponsor any visa applications.

The District may choose to fill one or more positions from this recruitment within the same fiscal year or 8 months, whichever is longer.

To ensure consistency and fairness to all applicants, please do not submit materials in addition to those requested. Additional materials will not be considered or returned. Be sure to complete all questions and sections of the application. For questions which may not apply, indicate “N/A” (not applicable). Do not use terms such as “see resume” or “see attached”.

The minimum required number of references for this position is three (3).

All applications will be screened under a process of utmost confidentiality by a committee of representatives from the college community. Possession of the minimum qualifications does not ensure an interview.

Reasonable accommodations for applicants with disabilities may be requested by calling (714) 808-4810 at least three business days in advance of the scheduled examination/interview date.

Evaluations of foreign degrees and/or coursework are required. See our website at for information regarding evaluation of foreign degrees.

To apply, visit:

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Job No:
Posted: 2/8/2019
Application Due: 2/22/2019
Work Type: