Financial Aid Counselor; Financial Aid Operations

Job description

Financial Aid Counselor; Financial Aid Operations

Posting #: 1753
Position Status: Full-time regular
Location: San Diego
Position Type: Office of the Vice President and Provost, Administrator

Position Title & Department:

Financial Aid Counselor; Financial Aid OperationsPosting #


University Description:

The University of San Diego, a contemporary and engaged Roman Catholic institution, was founded by the Diocese of San Diego and the Society of the Sacred Heart in 1949. Governed by an independent board of trustees since 1972, USD remains committed to a liberal arts education grounded in the Catholic intellectual tradition and the pursuit of truth, goodness and beauty. Inspired by this centuries old tradition of Catholic higher education, the University welcomes people of all faith traditions and any, or no, religious background. The future success of USD relies on the contributions of those who seek to foster the development of engaged global citizens and an earnest confrontation of humanity’s urgent challenges.

Detailed Description:

This recruitment is open to current University of San Diego employees only. Only current USD employees are eligible to apply and be considered for this position.

• Coordinate awards of USD Endowed & Restricted Scholarships
• Process private/outside scholarships
• Counsel and advise on financial aid matters
• Process financial aid files

This position receives supervision from the Director. This position supervises two Executive Assistants.

Duties & Responsibilities:

Scholarship Program Coordinator:

• Coordinate Banner Fund Code requests when a new Endowed or Restricted account is opened
• Serve as a resource for Development Officers on campus when they are establishing new scholarships
• Select and award USD endowed and annual scholarships to students according to donors’ criteria, coordinating information from Accounting and Scholarship Development, and using technical knowledge of USD computer system and USD award process
• Determine appropriate scholarship awards for students whose appeals for additional funds have been approved
• Serve as resource for Graduate Scholarship Programs
• Serve as a resource using professional judgment and decision-making skills interacting with academic departments to resolve issues regarding different types of student awards
• Process all external scholarships from private sources using knowledge of federal regulations and USD packaging policies, and adhering to all donor specifications
• Maintain regular interface/communication with Office of Development
• Maintain regular interface/communication with Accounting
• Processes departmental/direct awards when a re-evaluation is needed, requiring extensive knowledge of Federal and other agency regulations. Including but not limited to: USD Work Service Awards, Ahlers Center Scholarships, Choral Scholarships.
• Coordinate and award all Tuition Remission Scholarships and Tuition Exchange Scholarships for USD undergraduate and graduate students for fall, spring, intersession and summer session
• Liaison with Human Resources for the awarding of Tuition Remission Scholarships for all undergraduate and graduate students during fall, spring, intersession and summer sessions.

Application and File Processing:

• Determine student financial aid eligibility based on Federal Methodology and USD guidelines, using professional judgment and knowledge in “gray areas”
• Process corrections through ANA/INAS system and determine new need/eligibility
• Determine students’ financial aid package using USD, federal, and state guidelines, demonstrating flexibility, yet adhering to guidelines; identify/request exceptions based on professional judgment
• Perform re-evaluation of packages

Applicant Advising:

• Ensure that students receive excellent customer service by providing accurate and prompt information by serving as part of the Financial Aid Counselor of the Day rotation and by individual telephone/face-to-face contacts
• Counsel students who have complicated situations on financial aid/personal matters with sensitivity to emotional situations which may occur
• Acts as liaison with other USD offices for students
• Utilize the Navigator and Salesforce tools to note information required regarding conversations about financial aid with students and parents


• Represent USD by creating/making presentations on Financial Aid at fairs and forums
• Serve as integral part of financial aid team in formulating and implementing policies and procedures for office management and modifications to packaging and processing guidelines
• Attend state/federal training workshops and state/regional conferences relating to financial aid and/or scholarships
• Serve on university committees relevant to Financial Aid issues
• Process Social Services forms, Housing Authority forms, and other similar forms for Federal, state and county agencies
• Complete Financial Needs Analysis Forms on portals and paper forms for outside scholarship donors as necessary
• Train, supervise, and evaluate two full time staff members

Job Requirements:

Minimum Qualifications:

• Bachelor’s Degree
• Four years full time experience in financial aid

Performance Expectations - Knowledge Skills and Abilities:

• Knowledge of need analysis and student aid
• High degree of mathematical accuracy
• Effective oral and written communication skills
• Effective organizational skills
• Ability to make independent decisions
• Ability to make difficult and critical decisions
• Ability to adjust to changing environment
• Capacity to listen and respond with knowledge and understanding to student and parent situations
• Word processing skills
• Extensive knowledge and understanding of Title IV Regulations
• Maintain diplomacy in difficult situations
• Demonstrated supervisory skills
• Ability and availability to work additional hours during peak processing times and/or during times of staff transition
• Public Speaking skills

Certificates, Licenses, Registrations:

Must complete FERPA training

Background check: Successful completion of a pre-employment background check.

Degree Verification Requirement: Persons offered employment in this position will be required to provide official education transcripts for degree verification purposes.

Posting Salary:

Commensurate with experience; Excellent Benefits.

The University of San Diego offers a very competitive benefits package, to include medical, dental, vision, a 12% retirement contribution given to you by the University (with three year vesting period), and access to on-campus Fitness Centers. Please visit the benefits section of our website to view all of the perks and benefits that USD has to offer. USD: Human Resources: Benefits

Special Application Instructions:Click Apply Now to complete our online application. In addition, please upload a cover letter and resume to your application profile for the hiring managers’ review. If you have any questions or difficulties please contact the Employment Services Team at 619-260-6806, or email us at [email protected] Additional Details:

Hours: 40 hours per week; Monday - Friday, 8:30am-5:00pm

Closing date: October 28, 2019

Note: External job postings will be up for at least five days. After that time, applications will be reviewed by the hiring manager/committee throughout the posting period. A candidate may be selected at any time which could then close this posting on a date earlier than listed.

The University of San Diego is an equal opportunity employer committed to diversity and inclusion and is especially interested in candidates who can contribute to the diversity and excellence of the campus community.

The University of San Diego is a smoking and tobacco-free campus. For more information, visit

Advertised: October 04, 2019 Pacific Daylight Time
Applications close: October 28, 2019 Pacific Daylight Time




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Job No:
Posted: 10/5/2019
Application Due: 10/28/2019
Work Type: