Job Summary:

Under general supervision, the Financial Aid Processor provides service assistance to students, parents, and the general public regarding all federal, state, and institutional financial aid programs. The Financial Aid Processor is responsible for ensuring that all financial aid documents submitted are accurate and complete to finalize a student’s file. Assignments require the application of both general office clerical knowledge and sound judgment in using the principles, techniques, standards, guides, and skill characteristics of a particular service program or activity. The Financial Aid Processor must exercise extreme discretion and adherence to regulations governing confidentiality and privacy of records, Family Educational Rights and Privacy Act (FERPA) is mandatory. Provide a high level of sensitivity and maintain a professional demeanor while working with students of varying ages, disabilities, and diverse cultural and financial backgrounds, often in highly stressful and emotionally charged situations.

The Financial Aid Processor will process standard reports to assist in the delivery of financial aid effectively and efficiently to students.

Duties/Responsibilities:

Document Intake/Clerical Duties/Imaging/File Processing/

• Perform a full range of administrative support functions such as scanning all documents received via mail, fax, and the front counter. Responsible for maintaining documents filed to ensure that they are shredded within 30 days of scan date.
• Maintain and update all manuals and instructions for the scanning process when necessary. Responsible for accessing documents that have been scanned upon student request.
• Confirm completeness and accuracy of the permanent financial aid application and record.  The process begins after a student initiates the application process and continues through the duration of eligibility and enrollment. 
• Provide academic program support by tracking and monitoring all appropriate changes to the financial aid record including, but not limited to: name changes, social security number mismatch changes, citizenship status changes, enrollment status, loan defaults, and date of birth corrections. 
• The Financial Aid Processor receives a large volume of documents which need to be matched to electronic application.  It is the responsibility of the Financial Aid Processor to clear any edits or comment codes that require research and documentation.  The multiple work unit responsibilities require the Financial Aid Processor to be accurate and knowledgeable of the policies and procedures applicable to processing these changes correctly and in a timely manner. Accountable for end results.
• Must have a comprehensive understanding of all aspects of the financial aid PeopleSoft module.

Customer Service/Communication

• This position will provide assistance with Customer Service for students, staff, and faculty as needed. Responsible for fielding questions both in person and over the phone. The Financial Aid Processor coordinates and works with individuals at all levels including students, parents and the general public regarding most aspects of financial aid. This include but is not limited to the application process, federal, state, and institutional policies and procedures that govern the administration of financial aid. Refers students and families to technicians or advisors for questions or situations that exceed the Financial Aid Processor’s expertise. For needs beyond our services, the Processor will direct them to other campus support services for additional assistance and guidance.
• Stay abreast of and successfully apply thorough knowledge of the various federal, state, and system-wide regulations.  
• Has comprehensive interactions with students, parents, and others regarding the various aspects of financial aid processing, such as application completion, filing procedures including all applicable deadlines, application status, eligibility, awarding, disbursement, and the rights and responsibilities of aid recipients.  This interaction takes place on a daily basis via the telephone, counter, or via email. 
• Must be sensitive to and respectful of the diversity of our student population. Behaviors must reflect an awareness and appreciation of individual differences. 
• Present a positive and professional attitude in all interactions.
• Has comprehensive interactions with faculty and staff regarding the application and awarding process, as well as specific student cases.
• Must fully understand the policies and procedures of the Family Educational Rights and Privacy Act (FERPA) to ensure compliance when handling special cases.
• Participates and contributes in departmental meetings, committees and task groups with the highest standard of professional integrity in a manner that establishes and maintains cooperative working relationships with students, co-workers, staff and faculty including those at a higher level and those sensitive in nature.

External Agency Processing

• Sends and receives requests for information on the behalf of students to various external agencies including but not limited to:  Department of Homeland Security, Internal Revenue Service (IRS), other colleges, and universities. Ensure all received documents are accurate and complete to provide a precise account of the student's financial situation as it relates to aid received and university tuition and fees. 
• Responsible for processing award verifications for the purpose of loan deferments, employment, housing, and other requests as needed by the student.  Verifications inquiries of these items may be requested in person, by telephone, by businesses or other educational institutions.
• Other Classification related duties as Assigned by Leadership

Minimum Qualifications: Required Education and Experience

• High School diploma or its equivalent AND three years of progressively responsible experience in general office clerical or secretarial work or the equivalent.

Required Qualifications

Typical knowledge and skill requirements:

• Experience to be fully functional in all technical aspects of work assignments.
• Thorough, detailed knowledge of applicable university infrastructure, policies, and procedures.
• Thorough knowledge of English grammar, punctuation, and spelling.
• Thorough knowledge of office systems and ability to use a broader range of technology, systems, and packages.
• Ability to independently handle multiple work unit priorities and projects.
• Ability to apply independently a wide variety of policies and procedures where specific guidelines may not exist.
• Working knowledge of budget policies and procedures.
• Ability to perform standard business math, such as calculate ratios and percentages, track financial data, and make simple projections.
• Ability to draft and compose correspondence and standard reports.
• Ability to handle effectively a broader range of interpersonal contacts, including those at a higher level and those sensitive in nature

Preferred Qualifications

• General knowledge of the financial aid process
• Ability to work collaboratively and communicate effectively in a team environment
• Ability to learn and work in a fast-paced environment
• The equivalent to three years of experience in general office clerical work along with a thorough knowledge of office methods, procedures and practices, and a thorough knowledge of correct English, grammar, spelling and punctuation.

Compensation and Benefits:

Anticipated Hiring Range: $3,864 per month

Classification Salary Range: $3,864 - $6,072 per month

The salary offered will take into account internal equity and experience among other factors.

The CSU system provides a comprehensive benefit package that includes medical, dental and vision plans, membership in the California Public Employees Retirement System (CalPERS), sick and vacation time, and 15 paid holidays a year. Eligible employees are also able to participate in the fee waiver education program. A summary of benefit information can be found here.

Position Information:

Work status: Full-time/Non-Exempt/Probationary  

Academic year schedule: Monday through Friday (8:00 am – 5:00 pm), some evenings/weekends.

Summer schedule: Monday through Thursday (7:00 am - 5:30 pm), some evenings/weekends.         

The application deadline is: September 25, 2024

As of January 1, 2022, the CSU Out-of-State Employment Policy prohibits the hiring of employees to perform CSU-related work outside the state of California.

California State University, San Bernardino is not a sponsoring agency for staff or management positions (i.e. H1-B Visas).

Conditions of Employment

Background Check

Satisfactory completion of a background check (including a criminal records check) is required for employment.  CSU will make a conditional offer of employment, 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 conditionally offered the position.

Mandated Reporter

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.

I-9

CSUSB hires only individuals lawfully authorized to work in the United States. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.  See Form I-9 Acceptable Documents at https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents.

Statement of Commitment to Diversity

In our commitment to the furthering of knowledge and fulfilling our educational mission, California State University, San Bernardino seeks a campus climate that welcomes, celebrates, and promotes respect for the entire variety of human experience. We welcome people from all backgrounds, and we seek to include knowledge and values from many cultures in the curriculum and extra-curricular life of the campus community. We will create, promote, and maintain activities and programs that further our understanding of individual and group diversity. We will also develop and communicate policies and promote values that discourage intolerance and discrimination.

California State University, San Bernardino is proud to be an Affirmative Action/Equal Opportunity Employer. We recruit, hire, train, and administer all personnel actions without regard to race, ethnicity, religion, color, caste, national origin, ancestry, age, sex, gender, gender identity, gender expression, sexual orientation, socioeconomic status, genetic information, medical condition, disability, marital status, protected military or veteran status, or any other status protected by applicable law. This position adheres to CSU policies against Sex Discrimination, Sexual Harassment, and Sexual Violence, including Domestic Violence, Dating Violence, and Stalking. This requires completion of Sexual Violence Prevention Training within 6 months of assuming employment and on a two-year basis thereafter. (Executive Order 1096) For more information about Diversity & Inclusion at CSUSB, please visit https://www.csusb.edu/human-resources/diversity-inclusion

Closing Statement:

Reasonable Accommodation

We provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact CSUSB Benefits at benefits@csusb.edu.

Smoking

CSUSB is a smoke and tobacco-free campus.  See policy at  https://calstate.policystat.com/policy/6591951/latest/.

Clery Act

In compliance with state and federal crime awareness and campus security legislation, including The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, California Education Code section 67380, and the Higher Education Opportunity Act (HEOA), the Cal State San Bernardino Annual Security and Fire Safety Report is available at: https://www.csusb.edu/clery-act