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Online Programs Coordinator and Financial Aid Counselor

San José State University
San José

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Job Details

Job no: 524406
Work type: Staff
Location: San José
Categories: Unit 4 - APC - Academic Professionals of California, Probationary, Full Time, Student Services

Job Summary

The Online Programs Coordinator and Financial Aid Counselor performs functions under the general supervision of the Associate Director of Financial Aid Counseling but works independently to provide a variety of coordinating and advising services in support of the Financial Aid and Scholarships Office. The incumbent performs functions related to the functional and technical financial aid programs, the Financial Aid application processes and awarding cycles, as well as student and parent counseling. The incumbent will maintain a high level of knowledge regarding Financial Aid programs that attracts, retains, and enrolls academically qualified, culturally diverse, and socially conscious populations of undergraduate and graduate students. As a representative for San Jose State University, the incumbent maintains a high level of expertise in Financial Aid requirements, processes, and regulations to facilitate quality customer service and financial aid advising in supporting students’ decision to apply and attend SJSU. The incumbent will collect accurate financial aid documentation and perform verification in order to award aid to our online student population. They will be responsible to provide financial aid counseling for prospective and continuing students. The Coordinator is responsible for serving as the point of contact for SJSU Online Enrollment Counselors and for the evaluation and verification of aid prospective and applicant online learners.

Key Responsibilities

  • Coordinate the online Programs supported by the Financial Aid Office (SJSU Online, and Accelerated Programs with a special session fee structure)
  • Verification and award coordination of financial aid awarded for students enrolled in SJSU Online program
  • Liaison with on and off campus personnel in administering the various programs. Work closely with the Bursar’s Office to ensure the timely disbursement and transmittal of financial aid for the special programs
  • Knowledge of special session program requirements, including fees, budget adjustments, enrollment criteria, etc. One-to-one counseling appointments with SJSU Online students to determine individual needs and inform students of their specific criteria and responsibilities. Determine eligibility for federal and state aid; award/revise financial aid funds as necessary
  • Ensures the effective Financial Aid communication process to prospective students and their families, and supports the yield process and activities for admitted students
  • Maintains knowledge of financial aid programs, including Pell, Federal, Cal Grant, and Federal Work Study (FWS). Keeps current and interprets federal and scholarship eligibility criteria and office practices
  • Communicates effectively with students regarding their on-line checklist items and their individual status in the Financial Aid application. Explains the applicant process award cycle and answers questions related to Financial Aid and Scholarship award process at San Jose State University and communicates to students and parents
  • Assists students at the front counter answering questions during drop-in hours and provides phone coverage. Explains to students and parents the various documents, such as tax transcripts and verification forms that may be requested by FASO to complete the application process

Knowledge, Skills & Abilities

  • Ability to interact with a variety of internal partners from Academic and Student Affairs to the Office of the President
  • Knowledge of methods, procedures, practices and activities of the program area
  • Ability to interpret and apply university policies, rules, and regulations regarding financial aid
  • Knowledge, ability, and initiative to apply the latest concepts, trends, tools, and best practices of enrollment management processes and technologies, including demographic analysis, Web site content development, telemarketing, student search strategies, social networking initiatives, PeopleSoft, customer service based technology systems, and communications strategies
  • Knowledge of the Federal and State Grant Programs in a Higher Education setting – reconciliation of funds, processing issues, and experience with outside entities in relation to the administration of the programs
  • Ability to interpret and explain policies to various staff members and students
  • General knowledge of individual counseling techniques, and working knowledge of student services programs to which immediately assigned
  • Ability to compose and appropriately format correspondence and reports
  • Knowledge of software applications such as word processing, spreadsheet, and database management
  • Ability to obtain factual and interpretive information through interviews
  • Ability to acquire and apply knowledge of financial aid requirements
  • Ability to analyze and evaluate financial documents, and acquire and apply knowledge of Financial Aid and Scholarships
  • Ability to maintain confidentiality and appropriately handle sensitive communications with faculty, CSU administrators, student organizations, private and public agencies and others in committee work, and student advising and community contacts
  • Ability to advise students individually and in groups on routine matters where required

Required Qualifications

  • Equivalent to graduation from a four-year college or university in a related field, including or supplemented by upper division or graduate coursework in counseling techniques, interviewing, and conflict resolution where such are job-related
  • Three years of progressively responsible professional student services work experience. 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

Preferred Qualifications

  • Bachelor’s Degree
  • Five (5) years of in-house financial aid experience - from application to disbursement - FAFSA completion, awarding students, revising awards, and understanding of R2T4 and its effects on the online population.
  • Two (2) years of experience working with special populations outside of the regular financial aid process
  • Two (2) years of student counseling experience relaying information to students and families on their financial aid eligibility
  • Two (2) years of experience of presenting to students/families thru in-person or virtual means
  • Experience with online document retrieval system (On-Base) and running queries from PeopleSoft


Classification: Student Services Professional III
Anticipated Hiring Range: $5,025/month - $5,342/month
CSU Salary Range: $5,025/month - $7,159/month

San José State University offers employees a comprehensive benefits package typically worth 30-35% of your base salary. For more information on programs available, please see the Employee Benefits Summary.

Application Procedure

Click Apply Now to complete the SJSU Online Employment Application and attach the following documents:

  • Resume
  • Letter of Interest

All applicants must apply within the specified application period: March 16, 2023 through April 2, 2023. This position is open until filled; however, applications received after screening has begun will be considered at the discretion of the university.

Contact Information

University Personnel

CSU Vaccination Policy

The CSU requires faculty, staff, and students who are accessing campus facilities to be fully vaccinated against the COVID-19 virus (including all booster doses of an approved vaccine for which an individual is eligible per current CDC recommendations) or declare a medical or religious exemption from doing so. As a condition of employment, any candidates advanced in a currently open search process should be prepared to comply with this requirement as well as with other safety measures established on the campus. The system wide policy can be found at and questions may be sent to

Additional Information

Satisfactory completion of a background check (including a criminal records check) is required for employment. SJSU will issue a contingent offer of employment to the selected candidate, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was offered the position on a contingent basis.

The standard background check includes: criminal check, employment and education verification. Depending on the position, a motor vehicle and/or credit check may be required. All background checks are conducted through the university's third party vendor, Accurate Background. Some positions may also require fingerprinting. SJSU will pay all costs associated with this procedure. Evidence of required degree(s) or certification(s) will be required at time of hire.


All San José State University employees are considered mandated reporters under the California Child Abuse and Neglect Reporting Act and are required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment. Incumbent is also required to promptly report any knowledge of a possible Title IX related incident to the Title IX Office or report any discrimination, harassment, and/or retaliation to the Office of Equal Opportunity.

Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act and Campus Housing Fire Safety Notification:

Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, the Annual Security Report (ASR) is also now available for viewing at The ASR contains the current security and safety-related policy statements, emergency preparedness and evacuation information, crime prevention and Sexual Assault prevention information, and information about drug and alcohol prevention programming. The ASR also contains statistics of Clery crimes for San José State University locations for the three most recent calendar years. A paper copy of the ASR is available upon request by contacting the Office of the Clery Director by phone at 408-924-1501 or by email at

Pursuant to the Higher Education Opportunity Act, the Annual Fire Safety Report (AFSR) is also available for viewing at The purpose of this report is to disclose statistics for fires that occurred within SJSU on-campus housing facilities for the three most recent calendar years, and to distribute fire safety policies and procedures intended to promote safety on Campus. A paper copy of the AFSR is available upon request by contacting the Housing Office by phone at 408-795-5600 or by email at

Equal Employment Statement

San José State University (SJSU) is an Equal Opportunity/Affirmative Action employer committed to nondiscrimination on the basis of age, ancestry, citizenship status, color, creed, disability, ethnicity, gender, genetic information, marital status, medical condition, national origin, race, religion or lack thereof, sex, sexual orientation, transgender, or protected veteran status consistent with applicable federal and state laws. This policy applies to all SJSU students, faculty and staff programs and activities. Title IX of the Education Amendments of 1972, and certain other federal and state laws, prohibit discrimination on the basis of sex in all education programs and activities operated by the university (both on and off campus).

Advertised: March 16, 2023 (9:00 AM) Pacific Daylight Time
Applications close: Open until filled


Welcome to San José State University!

San José State University is a major, comprehensive public university located in the center of San José and in the heart of Silicon Valley. SJSU is the oldest state university in California. Its distinctive character has been forged by its long history, by its location, and by its vision - a blend of the old and the new, of the traditional and the innovative. Among its most prized traditions is an uncompromising commitment to offer access to higher education to all persons who meet the criteria for admission, yielding a stimulating mix of age groups, cultures, and economic backgrounds for teaching, learning, and research. SJSU takes pride in and is firmly committed to teaching and learning, with a faculty that is active in scholarship, research, technological innovation, community service, and the arts.

Located on 154 acres in downtown San José, the university offers the excitement of studying at a large, metropolitan campus where many cultures meet. Yet students find personal attention from faculty members in the smaller setting of the university's eight colleges.

Mission Statement

In collaboration with nearby industries and communities, this faculty and staff is dedicated to achieving the University's mission as a responsive institution of the State of California.

To enrich the lives of its students, to transmit knowledge to its students along with the necessary skills for applying it in the service of our society, and to expand the base of knowledge through research and scholarship.

Leadership at SJSU

Leadership at San Jose State is defined by a belief that shared decision making and collaborative university governance is at the core of our culture. With this inclusive approach as a guide, President Mohammad H. Qayoumi and the university's leadership promote discussion and engagement among faculty, staff, students and the community to shape and accomplish the goals of San Jose State.

California State University System

San Jose State is one of 23 campuses within the California State University System, the largest, the most diverse, and one of the most affordable university systems in the country. The 25-member CSU Board of Trustees is responsible for the oversight of the California State University system. See the California State University, Office of the Chancellor website for more information.

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