Position Summary

Essential Functions

The Financial Aid Program Specialist 3 will be responsible for the following, but not limited to:

Financial Aid and Student Support Responsibilities

• Provide culturally responsive financial aid advising, counseling, and planning for students, parents, and others seeking information and assistance with all aspects of the financial aid application, eligibility, and disbursement process, while adjusting content to the level of background of each student/person being served.
• Apply an equity and innovation lens, understand and remember historical barriers for black and brown students (Black/African American, Indigenous, Latinx, and Pacific Islander) and commit to student success when performing all work.
• Analysis of financial aid applications and documentation for eligibility based on applicable federal, state, and institutional regulations.
• Independently advise students and families regarding federal, state, and institutional financial aid application processes and program criteria.
• Read, interpret, and implement local, state, and federal regulations.
• Determine eligibility and award financial aid based on policies and regulatory requirements while adhering to internal awarding policies and compliance regulations.
• Evaluate satisfactory academic progress and assist with reviewing academic appeals.
• Complete special projects as assigned by the director or manager.
• Review federal and state written updates and attend training and information meetings to maintain current knowledge of regulatory and institutional changes and policies relative to financial aid.
• Inform and refer students to additional funding options provided through state, federal, and other third-party agencies.
• Communicate with caseload systematically, frequently, and intentionally through multiple methods, including but not limited to face-to-face meetings, college-supported technology solutions, e-mail, telephone, text messages, and social media.
• Evaluate student data in multiple database systems, including but not limited to cashiering, financial aid, registration, degree programs, prerequisite and transfer requirements, and government databases.
• Analyze data for reasonableness and consistency with other information, contact outside parties or students when necessary for clarification, and make determinations on effects on student eligibility.
• Adjust aid packages as appropriate and notify students of any changes.
• Place financial aid payment holds as appropriate.
• Release financial aid disbursements.
• Work with managers and Financial Aid Office team members for programmatic cross-training as needed.
• Function as an assigned backup for another Financial Aid Office team member.
• Collaborate with all college personnel to identify creative solutions to enhance the student’s overall educational experience and to ensure a seamless transition of financial aid transactions through degree completion.
• Provide excellent student support via various formats, including but not limited to virtual, email, phone, and in-person.
• Provide and connect students to institutional and community resources.

Program Responsibilities

• Oversee assigned Financial Aid program(s) and ensure all programmatic manuals are kept up to date.
• Serve as the subject matter expert, and program(s) liaison for assigned program(s).
• Communicate program requirements and how to navigate those requirements, to new and current students, staff, and outside entities.
• Provide information, analyze data, and generate written reports regarding the assigned program(s) as requested.
• Monitor successful completion of all student-required documents as outlined for assigned program(s).
• Update and track all necessary materials for assigned program(s) utilizing databases and other software when applicable.
• Monitor, track, and input federal and/or state aid.
• Access and review state and federal reports to resolve any discrepancies on accounts within compliance timelines and collaborate with other departments, including but not limited to Cashiers Office, Finance, and supervisors to address and resolve data discrepancies.
• Perform monthly reconciliation of funds.
• Assist in developing policies and procedures.
• Monitor academic progress and determine the eligibility of students by analyzing degree audits and plans, satisfactory progress toward a degree, identify current and potential needs or problem areas, and support students in accessing college resources (e.g. library, writers’ center, tutoring, etc.); assist students in navigating the student portal to attain self-sufficiency in college transactions.

• Participate in workshops, discussions, and learning opportunities regularly on diversity, equity, and inclusion.
• Implement equity tools and strategies obtained through various training opportunities to daily work.
• Actively support, engage in, and work to advance Pierce College’s goals for equity and inclusion in order to provide access and support for our diverse community of learners.
• Participate and/or lead internal and external community events to include, but not be limited to workshops and information sessions.
• Contribute to an engaged and supportive financial aid team with shared accountability for the success of students and the programs/department.
• Special projects as assigned by the director or manager.

Qualifications

Education Required

• Some college-level coursework.

Experience Required

• Two (2) years of experience in a fast-paced office environment.
• Experience maintaining electronic and physical records.
• Experience interpreting policies or procedures.
• Customer service experience.

Special Requirements

• The successful candidate must consent to and pass a criminal background check after a conditional offer of employment.
• Must not be in default on any student loans.

Required Competencies

• Ability to effectively and efficiently provide quality service to students and the public to satisfy student service expectations.
• Ability to perform data entry with a high level of accuracy and attention to detail in a high-pressure, fast-paced environment.
• Ability to communicate effectively exchanging messages in a variety of contexts using multiple methods.
• Ability to manage one’s time and priorities to ensure assignments are completed in a timely and effective manner.
• Ability to adapt to changing business needs, conditions, and work responsibilities.
• Knowledge of open-mindedness, inclusion, multicultural perspectives, and multiple ways of knowing, thinking, and being.
• Ability to work effectively with a diverse community of students, staff, and faculty.
• Ability to demonstrate personal and professional conduct, which contributes to the overall mission and goals; accepts personal responsibility for the quality and timeliness of work; earns trust, respect, and confidence from the College community.
• Demonstrates appropriate depth of knowledge and skill in assigned areas, as well as proficiency using MS Office.
• Ability to earn the trust, respect, and confidence of coworkers and customers through fairness, truthfulness, honesty, sensitivity, reliability, and professionalism in all interactions; builds and maintains the trust of others; adheres to high standards of integrity and honesty.

Application Process

Application Requirements

• Meet the required qualifications as outlined in this announcement.
• Complete the online application profile at: https://www.pierce.ctc.edu/hr.
• Apply for the specific job opening.
• Upload (attach) a cover letter that addresses how you meet the required qualifications as outlined in this announcement. (Cover Letter)
• Upload (attach) detailed résumé of all educational and professional experience. (Résumé)
• Transcripts are not required in order to apply for this position; however, if you are selected for an interview, you will be asked to bring copies of unofficial transcripts showing completion of the required level of education. Please upload current copies of your transcripts, if available. Unofficial copies of all college and university transcripts must include degree received and conferral date. International transcripts must include a foreign transcript evaluation. For a list of approved credential evaluation services visit: https://www.naces.org/members (Unofficial transcripts acceptable for application process; official transcripts required upon hire). (Transcripts)
• Upload (attach) a list of at least three (3) professional references with names, telephone numbers, and e-mail addresses. One of which must be your current or most recent supervisor. Letters of recommendation will not be accepted. (References)
• Provide a response to the following question. (Supplemental Question)

Special Note

To ensure consideration, application materials should be received no later than 5:00 p.m. on the closing date.

All correspondence regarding your application status will be sent to the email address associated with your NEOED account. Please make sure to check your spam folder periodically, in the case of an automated, incorrect delivery.

Terms of Employment

Pierce College is recruiting to fill three (3) vacancies. This is a full-time (40 hours per week) classified, over-time eligible position with the Pierce College District. The primary work location will be at Pierce College Fort Steilacoom campus. Occasional travel to Pierce College campuses or sites may occur. Work hours are typically between 8:00 a.m. and 5:00p.m. Monday through Friday with occasional evenings and weekend work, and occasional travel as required. This position may be subject to reassignment between campuses or sites. This position requires regular and consistent attendance.

Salary & Benefits

The starting salary range of this position is $5,088.00 a month (dependent upon qualifications), with periodic increments up to $6,198.00 per month. However, your paycheck is just part of the total compensation package. There is an outstanding benefits package which is worth an additional value equivalent to about 30% of your salary. A comprehensive health care benefits package for you and your dependents includes medical, dental and vision insurance. Life and long-term disability insurance plans; vacation, sick and personal leave; reduced tuition; and retirement benefits are also provided. For more information, please visit our Benefits and Leave website at: https://www.pierce.ctc.edu/hr- benefits.

Physical Work Environment

This position is required to work indoors in an open office environment, which requires visual concentration on detail, dexterity, precision, and is subject to frequent noise and interruptions.

Reasonable Accommodation

Applicants with disabilities who require assistance with the application and employment process will be accommodated to the extent reasonably possible. Requests should be made to the District Human Resources Office by calling 253-964-7342. Persons who are deaf or hard of hearing may dial 711 to place a call through Washington Relay, the state's free telecommunication access service.

Screening & Interview Process

Only those candidates who have complied with the application process and meet the required qualifications will be considered. Following the review of application materials, the most qualified candidates will be contacted for an interview. Check the email account you used for the application process for communication regarding the status of your application. Application materials submitted to Pierce College are the property of the College and will not be returned.

Please Note

This is a competitive selection process. Your application materials will be reviewed and evaluated based on the minimum qualifications listed for the position. Applicants whose qualifications most closely correspond to the District's needs will be eligible for further consideration. Notification of application status normally occurs 4 to 6 weeks after the closing date. Short notice may be given to applicants to participate in further selection processes which may include written, oral and performance examinations, and final interviews.

Conditions of Employment

Pierce College is a “fully vaccinated campus” under the state’s higher education guidance, which means that COVID-19 vaccination is highly encouraged for all employees and students.

Prior to the start of employment, finalist(s) for this position will be subject to a pre-employment background check as a condition of employment. Information from the background check will not necessarily preclude employment but will be considered in determining the applicant's suitability and competence to perform in the position.

Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington State Law RCW 28B.112.080.

An offer of employment will not carry with it any responsibility or obligation on the part of the District to sponsor an H-1B visa. In compliance with the Immigration Reform and Control Act of 1986, proof of authorization to work in the United States will be required at the time of hire.

Pierce College has adopted a Drug Free Workplace policy. As a condition of employment, employees must agree to abide by the requirements established in that policy.

Bargaining Unit

This position has been designated as a bargaining unit position represented by the Washington Public Employee Association (WPEA).

Equal Opportunity

The Pierce College District is an equal opportunity employer. The Board of Trustees and Pierce College District are committed to providing equal opportunity and will not discriminate in terms and conditions of employment and personnel practices. Decisions are made without regard to race, color, national origin, age, perceived or actual physical or mental disability, pregnancy, genetic information, sex, sexual orientation, gender identity, marital status, creed, religion, honorably discharged veteran or military status, or use of a trained guide dog or service animal.

For more information about this position or assistance regarding your application, contact Human Resources at: jobs@pierce.ctc.edu or call (253) 964-7342.

Questions regarding equal employment opportunities or discrimination may be directed to the following: