Type of Appointment: Full-Time, Probationary

Job Classification: Student Services Professional II

Anticipated Hiring Range: $55,320 - $65,064 annually

Work Hours: Monday - Friday, 8am - 5pm, unless otherwise notified

Recruitment Closing Date: April 15, 2024

THE DEPARTMENT:

The Office of Financial Aid & Scholarships is an organizational unit of the Division of Academic Affairs, which strives for excellence through a student-centered philosophy.

The Office of Financial Aid & Scholarships supports the University’s mission, vision and strategic plan goals. We provide financial aid services to students and customers, including counseling and outreach activities designed to promote awareness and facilitate solutions related to meeting the cost of education at Cal Poly Pomona. Our office follows the Statement of Ethical Principles and Code of Conduct established by the National Association of Student Aid Administrators and the Principles of Excellence established by Presidential Executive Order. We provide access to federal, state, university, donor and other types of financial resources to assist students in their enrollment, retention and graduation. We strive to effectively communicate, counsel and ensure these resources are delivered in a timely manner. This mission is accomplished by:

• Promoting successful enrollment and persistence through timely delivery of financial aid
• Offering support through counseling, outreach and effective communication
• Promoting academic success through monitoring academic progress and collaboration with student support offices and faculty
• Promoting financial success through delivery of information on financial literacy and debt management
• Cultivating campus relationships with faculty, staff and students
• Creating an office culture of service and knowledge that is empathetic to student needs by providing training and opportunities for good morale

DUTIES AND RESPONSIBILITIES:

Counseling & Outreach

Promote an environment of collaboration and service excellence by providing a broad range of student and family-facing financial aid services, including counseling and outreach activities. This includes the following:

1. Provide consumer information regarding financial aid programs via workshops, community presentations, and individual student appointments and as needed to external agencies and community organizations.

2. Assist as needed with University recruitment programs, such as visit days for prospective students and activities targeting admitted students.

3. Counsel and assist prospective, continuing, and reentering students on all aspects of financial aid, including the availability of various financial aid programs, Satisfactory Academic Progress standards, and with the application processes – including establishing, maintaining and regaining aid eligibility. Recommend courses of action and resources as appropriate.

4. Provide support to students experiencing family, personal, or economic crises which may impact school performance. Identify and analyze the student’s unique circumstances and needs in the context of financial aid eligibility and the student’s interest, explaining the possible outcomes and consequences of each action or decision, and coordinating campus services & referrals as warranted by the situation.

Processing, Evaluation & Decision Making

Support Facilitate access and student success through various processing activities and providing decision-making support in complex situations, evaluating special circumstances and exercising professional judgement. This includes the following:

1. Analyze financial aid applications to determine student’s level of financial need. Perform verification of information and eligibility consistent with federal, state, and institutional rules & procedures. Review, evaluate, and troubleshoot eligibility issues that result from overpayments, defaults, annual and aggregate loan limits, and fraud.

2. Prepare, review, and revise award packages utilizing the knowledge of federal regulations, system-wide policy, and university and departmental provisions. Award aid funds and coordinate outside resources as appropriate. Revise and adjust award packages and/or budgets as necessary and ensure funds are not over awarded.

3. Evaluate unusual and/or exceptional circumstance documentation or information provided by students. Exercise professional-level judgement when federal, state, or institutional policies cannot easily accommodate unique student eligibility situations. Make recommendations to students, families, or staff on potential alternative courses of action.

4. Evaluate and monitor aid eligibility, academic progress (SAP) and enrollment (including course completion & repeats); make appropriate adjustments to awards. Make exceptions to established policies or procedures as appropriate, taking into account all relevant information when making decisions to solve student issues/problems. Provide alternative course of action when necessary / applicable.

5. Respond to internal office referrals for award adjustment requests, issue troubleshooting, and complex aid questions. Relay issues of concern to financial aid office leadership.

6. Investigate complaints and questions from students who raise concerns about their progress in the financial aid application or process to a point of resolution.

7. Assure compliance with university, state and federal regulations for various financial aid programs. Update financial aid accounts and notify students of options and actions taken.

8. Analyze, troubleshoot, and process various financial aid data reports.

9. Serve as a rotating member of the Appeals Committee (Satisfactory Academic Progress, Dependency, Income Appeals, Cost of Attendance, etc.). Provide input and analysis regarding student appeals.

Program Oversight & Liaison

Provide leadership, program management, and serve as liaison for a programmatic area of specialization. This includes the following:

1. Provide leadership and program management for an area of specialization. Serve as a resource for the financial aid and enrollment services staff with regard to area of specialization – including providing updates & training.

2. Utilize project management skills to conduct program data analyses, generate analytical reports, and interpret data for managerial decision-making.

3. Participate in the research and review of annual & ad-hoc program guidance to ensure program remains compliant with federal, state, and institutional regulations & guidelines. Present solution-based approach for required programmatic changes, which may include leading or supporting implementation activities.

4.Coordinate & maintain liaisons with campus departments and external agencies as required. Act as a liaison between students and other offices to assist in resolving complex problems; refer students and/or families to other departments or off-campus agencies (e.g. Disabled Student Resource Center; CAPS; Social Services) where necessary.

5. May train, direct, or coordinate the work of others in providing student financial aid or outreach services.

Collaboration & Development

Remain current with constantly evolving financial aid regulations (federal, state, institutional) and emerging trends and best practices in delivering service excellence. Contribute to the overall success of the Office of Financial Aid & Scholarships and Enrollment Management & Services through ad-hoc assignments. This includes the following:

1. Support work as needed throughout the Financial Aid unit and Enrollment Management & Services with ad-hoc projects or activities as assigned by the Financial Aid Leadership team.

2. Participate in ongoing departmental training and cross-training activities to ensure an understanding of the universities programs, policies & procedures, and resources & services available to students.

3. Actively engage in professional associations and attend professional conferences, training sessions and workshops, and completes self-directed professional reading, to remain current on financial aid regulations and procedures, as well as on emerging trends in delivery of service excellence

QUALIFICATIONS:

• Equivalent to graduation from a four-year college or university in one of the behavioral sciences, public or business administration or a job‑related field. Additional specialized experience during which the applicant has acquired and successfully applied the knowledge and abilities shown above may be substituted for the required education on a year‑for‑year basis.
• Two (2) years of professional experience in one of the student services program areas or in a related field; experience should give evidence of competence and indicate the potential for further growth. A master’s degree in a job‑related field may be substituted for one year of the professional experience.
• Working knowledge of the practices, procedures and activities of the program to which assigned; general knowledge of the methods and problems of organizational and program management. General knowledge of research and interview techniques; and of the principles of individual and group behavior. Ability to interpret and apply program rules and regulations; use initiative and resourcefulness in planning work assignments and in implementing long-range program improvements; obtain factual and interpretative information through interviews; reason logically; collect, compile, analyze and evaluate data and make verbal or written presentations based on these data; advise students individually and in groups on routine matters where required; recognize multicultural, multisexed and multi‑aged value systems and work accordingly; establish and maintain cooperative working relationships with faculty, CSU administrators, student organizations, private and public agencies and others in committee work, and student advising and community contacts; and, rapidly acquire a general knowledge of the overall operation, functions and programs of the campus to which assigned. Demonstrated ability to make decisions and carry through actions having implications with regard to other program or service areas Services Office.

PREFERRED EXPERIENCE:

• Skills & Knowledge of financial aid (programs, policies, regulations)
• In-depth knowledge and understanding of current financial aid needs analysis methodology and federal and state financial aid program guidelines
• Knowledge of financial aid regulations, practices, and resources
• Knowledge of online student information systems
• Ability to interpret, analyze, and apply financial aid & academic policies & procedures
• Treats all customers (students, faculty and staff colleagues) with dignity and respect, empathy, fairness and professionalism, consistent with the university mission, values and strategic vision.
• Excellent written, verbal and interpersonal communication skills.
• Demonstrated ability to conduct presentations to groups of varying sizes.
• Experience representing a department/organization as knowledgeable and authoritative while remaining supportive, calm and professional even under highly charged circumstances.
• Ability to handle information in a confidential and professional manner.
• Demonstrated ability to communicate technical information and convey disappointing information.
• Ability to handle multiple tasks with short deadlines
• Ability to demonstrate excellent time management and organizational skills
• Ability to work effectively in a dynamic team and to multi-task in a fast-paced, diverse environment with students, faculty, and staff.
• Experience working in a Public University or Community College
• Two or more years of experience with systems such as PeopleSoft CMS, OnBase imaging software and Common Origination and Disbursement (COD), the National Student Loan Data Systems (NSLDS).

Out of State Work

The California State University (CSU) system is a network of twenty-three public universities providing access to a quality education through the support of California taxpayers. Part of CSU’s mission is to prepare educated, responsible individuals to contribute to California’s schools, economy, culture, and future. As an agency of the State of California, the CSU’s business operations almost exclusively reside within California. The CSU Out-of-State Employment Policy prohibits hiring employees to perform CSU-related work outside California. For more information, go to https://calstate.policystat.com/policy/10899725/latest/.

Background Check

Cal Poly Pomona will make a conditional offer of employment to final job candidates, pending the satisfactory completion of a background check (including a criminal records check). The conditional offer of employment may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. In determining the suitability of the candidate for the position, Cal Poly Pomona will give an individualized assessment to any information that the applicant submits for consideration regarding the criminal conviction history such as the nature, gravity and recency of the conviction, the candidate’s conduct, performance or rehabilitation efforts since the conviction and the nature of the job applied for. For more information, go to https://calstate.policystat.com/policy/13813878/latest/.

CSU Classification Salary Range

This position is part of the Academic Professionals of California (APC) bargaining unit - 4. The CSU Classification Standards for this position are located on the following site: https://www.calstate.edu/csu-system/careers/compensation/Pages/Classification-Standards.aspx. The CSU Salary Schedule is located on the following site: https://www.calstate.edu/csu-system/careers/compensation/Pages/salary-schedule-documents.aspx. The classification salary range for this position according to the respective skill level is: minimum $4,610 and maximum $6,556 per month. Please refer to the anticipated hiring range for the appropriate salary rate for this particular position.

Employment Eligibility Verification

Cal Poly Pomona 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. For more information, go to https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents.

Security & Fire Safety

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), Cal Poly Pomona’s Annual Security Report and Annual Fire Safety Report are available for viewing at: https://www.cpp.edu/pdfs/annual_security_report.pdf and https://www.cpp.edu/housing/documents/fire_safety_report.pdf.

Pay Transparency Nondiscrimination

As a federal contractor, Cal Poly Pomona will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. For more information, see the Pay Transparency Nondiscrimination Provision poster.

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 the ADA Coordinator by email at ADACoordinator@cpp.edu. For more information, go to Employment Notices.

Equal Employment Opportunity

Cal Poly Pomona is an Equal Opportunity Employer, committed to promoting an inclusive and diverse workforce. The university subscribes to all state and federal regulations that prohibit discrimination based on race, color, religion, national origin, sex, gender identity/gender expression, sexual orientation, marital status, pregnancy, age, disability, genetic information, medical condition, and veteran or military status. We engage the talents of all qualified workers, regardless of their background. More information is available at Equal Employment Opportunity statement.

Other Notices

For other important employment notices, we invite you to visit Cal Poly Pomona’s Employment Notices web page.