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Financial Aid Counselor and Operations Specialist

Dominican University of California
San Rafael
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Job Details

Financial Aid Counselor and Operations Specialist

Job Details
Job Location : Main Campus - SAN RAFAEL, CA
Position Type : Full Time

Position Summary
The Financial Aid Counselor and Operations Specialist is responsible for managing a caseload of financial aid applicants including providing customer service, counseling, and advisement to students, families, and others; completing needs analysis and packaging of aid resources under federal, state, and institutional guidelines; and reviewing and updating awards as needed. In addition, the Financial Aid Counselor and Operations Specialist plays an integral role in the day-to-day operations and processing, and represents the office and university in various ways and capacities.


Awarding and Counseling
  • Provide customer service to students, parents, families, staff, faculty, and others through phone, in-person, and e-mail; while adhering to FERPA.
  • Counsel and advise interested parties on federal, state, and institutional financial aid application processes, eligibility, options, resources, policies, and regulations.
  • Review and process all documentation received following established procedures.
  • Analyze aid applications to determine eligibility, select applications for further review, resolve conflicting information, and award various types of financial aid in accordance with changing federal, state, and institutional regulations and policies.
  • Work with students when they are taking a leave of absence, studying abroad, considering a withdrawal, or moving off-campus to inform them of the implications of those decisions and the review/revision of their awards.
  • Adjust awards appropriately as needed (i.e. approved appeals; enrollment or housing changes; receipt of other aid; withdrawals or leave of absences; changes in eligibility).
  • Access confidential external systems to confirm aid eligibility; review financial aid application details; and report changes, updates, or errors.
  • Review caseload on a weekly basis for accuracy, status updates, subsequent ISIRs, quality control, and any other issues prohibiting disbursement of financial aid.
  • Provide back-up as needed for office functions related to awarding and counseling (in situations such as the absence of a colleague).
  • Remain competent and current on systems and financial aid through self-directed professional reading, developing professional contacts with colleagues, and/or attending professional development courses/conferences (as budget allows).
  • Assist in evaluating changes to policies and procedures, including impact to students, families, and the University, providing constructive feedback and examples; and learn and implementing appropriate policy or procedural changes to ensure compliance.

  • Operations and Processing
  • Assist with or manage daily operational and processing tasks including, but not limited to, transfer of data with other Federal, State, Institutional, and outside systems and the processing of new records in the Financial Aid Management system.
  • Assist with or manage weekly operational and processing tasks including, but not limited to, awarding of PLUS and Private Loans, the weekly disbursement process, communication with students, and the Transfer Monitoring processing.
  • Assist with monthly reconciliation processes as needed.
  • Serve as a back up to the Operations and Loan Manager.
  • Remain competent and current on systems and Financial Aid through self-directed professional reading, developing professional contacts with colleagues, and/or attending professional development courses/conferences (as budget allows).

  • Stewardship
  • Represent the Office of Financial Aid and the University by presenting financial aid information at various events both on and off campus.
  • Represent the Office of Financial Aid on various campus committees.
  • Coordinate, collaborate, and communicate with other departments across campus for interpretation and implementation of procedures and policies related to financial aid.

  • Perform other duties as assigned.

    Required Qualifications
  • Bachelors degree from an accredited four-year college or university; or equivalent combination of education and experience
  • Proficient with Microsoft Office Suite
  • Ability to use the internet effectively including standard browsers, email, and specialized, industry web-based applications (such as ELM, WebGrants, NSLDS, etc.)
  • Excellent Customer Service Skills: Able to manage difficult or emotional customer situations keeping own emotions under control, respond promptly to customer needs, solicit customer feedback to improve service, and meet commitments
  • Good Written Communication: Clear and informative in both positive and negative situations; conscientious of spelling and grammar; vary writing style to meet situation and objective; present numerical data effectively; and able to read and interpret written information
  • Teamwork: Balance team and individual responsibilities; open to feedback from supervisor, teammates, and others; contribute to a positive team spirit and support all members of the team; recognize success of team above own interests; build morale; committed to department goals and objectives; and active participant in meetings
  • Strong Interpersonal Skills: Understand conflict resolution; maintain confidentiality; and listens to others and exhibits objectivity and openness to others views; does not discriminate on the basis of race, religious creed, color, national origin, ancestry, ethnic group identification, physical disability, mental disability, medical condition, genetic condition, marital status, sex, gender, gender identity, gender expression, age, or sexual orientation.
  • Prior experience working in a Financial Aid Office or in higher education

  • Preferred Qualifications
  • Experience with PowerFAIDS or other Financial Aid Management System
  • Experience with Campus Logic
  • Experience with PowerCampus or other Student Information System

  • Additional Position Information
  • Priority will be given to applications submitted by August 30, 2021; however additional applications may be considered until the position is filled
  • Must be willing to consent to a background check

  • To apply, visit

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    Working at Dominican University of California

    Dominican University of California is an independent university offering the best of Liberal Arts combined with a rigorous professional education. Founded in 1890, Dominican enjoys an over century-long reputation for excellence in scholarship, research and community outreach.

    The University offers more than 60 academic programs that reflect the diversity and creativity of both the faculty and the students. With about 1,900 students and a student to faculty ratio of10:1, Dominican is able to successfully blend the personal attention associated with smaller schools with the academic resources of a larger university.


    Dominican University of California educates and prepares students to be ethical leaders and socially responsible global citizens who incorporate the Dominican values of study, reflection, community, and service into their daily lives. The University is committed to diversity, sustainability, and the integration of the liberal arts, the sciences, and professional programs.

    Academic Life:

    Dominican’s focus on interdisciplinary studies provides a challenging academic environment with four schools, 24 majors, and an average class size of 16.

    In the sciences, the University excels at involving undergraduates in sophisticated research projects that enable students to present at national academic conferences and publish alongside their faculty mentors in peer-reviewed journals.

    In the humanities, students may combine dance and musical performance with the study of philosophy, literature, world cultures, and religion. 

    Dominican offers strong undergraduate professional programs in business, education, and nursing. There are also graduate offerings in these disciplines, as well as in counseling psychology and occupational therapy. 

    Dominican Diversity:

    Dominican students come from across the United States. Although primarily from the Bay Area and Northern California, students come from 18 countries, including Brazil, China, Ireland, Japan, Russia, Spain, Taiwan, Thailand, and  Turkey.

    More than 80 percent of undergraduate students attending Dominican receive some form of financial aid, allowing students from diverse backgrounds to further their education. The University focuses in global community outreach and bringing a diverse range of faculty and students to campus.

    Dominican University of California is an Equal Opportunity Employer committed to excellence through diversity, and takes pride in its multicultural environment.

    Find Us
    50 Acacia Ave
    San Rafael
    United States
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