Student Financial Services Coordinator

Summary

Under the supervision of the Director of Financial Aid at CalArts, this position is to provide quality customer service by assisting approximately 200 to 300 VCFA students through the financial aid and account clearance process throughout their enrollment; coordinating the financial aid services including packaging and counseling, setting up payment arrangements; and continuously monitoring student accounts to ensure proper billing, collections, and refunds are taking place by performing the following duties:

Location

This position is primarily remote with scheduled travel to VCFA residency site as needed. Residents of Los Angeles County will be required to work on a hybrid schedule in Valencia, California.

Responsibilities

Essential Duties and Responsibilities

Financial Aid

• Provide financial aid counseling to prospective and current students on the various federal, institutional and state aid programs.
• Conduct financial aid workshops; perform verification, enforce satisfactory academic progress, perform student aid packaging and awarding of students
• Respond to inquiries regarding all aspects of the financial aid process.
• Process financial aid awards in accordance with federal, state, and institutional. Interpret student aid legislation.
• Advise students in person and/or by telephone.
• Assist students with the completion of required forms.
• Understand and maintain current knowledge of all financial aid programs. Also, act as a resource person for support staff.
• Work with individual student files to perform verification and recalculation of financial need when necessary.
• Identify errors on ISIR's/SAR's and assist the student in the correction process.
• Monitor students' satisfactory academic progress.
• Ensure student awards do not exceed the total cost of attendance.
• Assist with entrance and exit counseling sessions.
• Assists students with all questions relating to completing the steps required to obtain education loans, e.g. federal and private.
• Perform other duties as assigned including support for both VCFA and CalArts financial aid programming and services.
• Coordinate with the Director of Financial Aid to complete Return to Title IV (R2T4) calculation for withdrawn students.
  
  

Student Accounts

• Counsel students regarding their financial obligation to the institute.
• Explain the institute’s policies and procedures as they relate to student accounts.
• Review student billing and financial aid awards to determine out-of-pocket costs and balance due; assist students with setting up a payment plan to cover.
• Work closely with Enrollment Management, the Controller and other offices of the institute to resolve student related concerns.
• Thoroughly respond to inquiries from students and staff by way of email, phone, and in person.
• Monitor student account balances, keeping students informed of their account status. This may involve follow-up with the students regarding payment plans and the application for financial aid.
• Assist with collection efforts of past-due accounts.
• Manage student account holds; verify clearance to register and receive transcripts and diplomas.
• Initiate student refund requests for students with excess funds or overpayments.
• Coordinate and follow up on payment plans with the contracted tuition management service.
• Invoice and coordinate with Veteran Affairs, Employers, Department of Rehabilitation, ROTC, etc. for students with benefits from outside organizations.
• Maintain student files and correspondence.
  
  

Knowledge, Skills, And Abilities

• To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.
• Ability to use independent judgment, and to manage and impart confidential information.
• Skill in the use of personal computers and related software applications. Ellucian based applications preferred.
• Through knowledge of: Business English and arithmetic; general office methods, procedures, and practices.
• Ability to gather data, compile information, and prepare reports.
• Strong organizational skills and detail-oriented.
• Strong customer service, interpersonal and communication skills, and the ability to work effectively with a diverse faculty, staff, and student body.
  
  

Physical Demands

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to stand, walk, and sit; and requires sufficient hand, arm, and finger dexterity to operate a computer keyboard or other office equipment. Requires visual acuity to read words and numbers; and speaking and hearing ability sufficient to communicate in person or over the phone. The employee must occasionally lift and/or move up to 15 pounds. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
  
  

Education And/or Experience

• Bachelor’s degree from a four-year accredited college or university preferred; and one to two years related experience and/or training; or equivalent combination of education and experience.
• Preference will be given to those who have previously worked in a Financial Aid Office, and/or Higher Education Finance.