Financial Aid Coordinator

Description

Work from Home (WFH) - Remote work must be performed while residing in California or New Mexico

CIAT Location: San Diego, CA and Albuquerque, NM

Reports to: Financial Aid Coordinator Manager

Status: Non-exempt

Employment Type: Full-time

Evaluates, approves, and awards financial aid to students in accordance with federal, state, and school regulations, policies, and operating guidelines. Assesses financial needs of students and advises students and/or parents regarding financial aid options, processes, and requirements. This position will also evolve into processing other funding types.

Responsibilities

• Analyzes and evaluates financial viability of students and families and provides advice and counsel regarding available financial aid opportunities, eligibility requirements, and the application process
• Certify all current students, accurately identifying program of pursuit and indicating credit hours, term dates, transfer units accepted, and proper progression toward approved program by the deadline noted on the Accounting Manual each term
• Maintains historic documents and data regarding financial aid files according to federal guidelines
• Adheres to and is knowledgeable on appropriate guidelines relating to FERPA and CIAT policy on the release of records and information to a third party
• Reviews and assesses eligibility of applications for financial aid; exercises professional judgment to determine whether adjustments should be made
• Reviews for accuracy and provides signature approval/disapproval of loan applications, promissory notes, and other financial documents
• Conducts orientations, and entrance and exit interviews, in accordance with school, state, federal, and other agency guidelines
• Develop, modify, implement, and maintain the application intake and tracking process for proper documentation of all awards for audit trail
• Monitor, approve, and/or revise all financial aid packaging for all qualified applicants in accordance with federal, state, institutional and other policies, and procedures
• Provide information, in person, on the telephone, and through electronic chat, to students, prospective students, and families regarding student financial aid, and account balance
• Conducts workshops and/or presentations to students, parents, and/or other interested parties on financial aid policy and procedural issues
• Utilize the student management system to record all student account information
• Review Finance section in ASER and ensure documentation for all standards is complete, accurate and well written
• Ensure that refunds are warranted and paid in a timely manner consistent with the institution’s 45 calendar day refund policy
• Ensure a student’s finance status is up to date by working with Student Services Department on any student status changes
• Place a financial hold/lock when there is an outstanding balance and work with the student to collect payment plans and/or missing documents to clear the issue
• Identify areas of deficiency and bring creative solutions
• Work to financially clear all student files for repacks by collecting documents to clear verifications/c-codes
• Upload documents and work with FAS (third party agency) to ensure all files are cleared and ready to be disbursed
• Produce required reporting to FAS in a timely manner
• Ensure student accounting/ledger information is accurate and up-to-date in student database
• Adhere to finance policies and procedures to ensure compliance with Title IV and accreditation approval
• Compile documents and files for accreditations and internal/external audits
• Completes Exit Counseling with FAFSA graduates
• Adhere to CIAT’s compliance requirements to ensure all Federal, State, accreditation, and institutional policies and procedures are being met
• Follow communication guidelines to ensure high levels of customer satisfaction and professionalism
• Embody CIAT’s?mission, vision, purpose and values

Requirements

• Preferred bachelor’s or associate degree and four years related experience; or any satisfactory combination of experience and training which demonstrates the knowledge, skills, and abilities to perform the above duties
• Broad knowledge of federal financial aid programs and recordkeeping requirements
• Knowledge of higher education processes, supervisory and personnel practices, communication techniques and computer software
• General knowledge of accounting practices, data processing and computer applications
• Detail-oriented, outstanding research skills, and a holistic problem solver
• Ability to multi-task and thrive in a fast-paced environment
• Strong organizational skills with the proven ability to prioritize
• Strong communication skills, both verbal and written, with the ability to effectively convey information and interact with students, colleagues, and others
• Team player with a positive, can-do attitude
• Proficient in the use of standard Microsoft Office software products, including Outlook, Word, Excel, PowerPoint, and MS Project and ability to learn additional software products
• Self-motivated with a strong work ethic; dedicated to quality, quantity, results and timeliness
• Demonstrated ability to anticipate needs and exercise independent judgment
• Excellent analytical skills, problem resolution skills and general business acumen
• Exhibits a high degree of flexibility in adapting to a rapidly changing environment
• Ability to work collaboratively with colleagues, academic departments, and administration to support student success, achieve institutional goals and contribute to a positive and inclusive culture
• Position may require work responsibilities outside of normal business hours to accommodate business needs and deadlines
• Flexible to work longer hours to meet deadlines, if needed
• Able to handle sensitive information with a high degree of confidentiality
• Possess high ethical standards, being an example of professionalism to others
• Must be able to embody CIAT’s mission, vision, purpose and values.

Position Type and Expected Hours of Work

This is a full-time position. Days and hours of work are Monday through Friday. Occasional weekend and evening hours may be required.

Supervisory Responsibility

This position has no supervisory responsibilities.

Values

Values such as integrity, excellence, customer service, teamwork and mutual respect are some of those that remain constant, regardless of changes in our company. When identifying company values, it is important that those values are being demonstrated in the course of business each day. Our values set expectations for how employees and managers interact with every person while representing the company.

• We are passionate about education and student success
• We value integrity and excellence in our employees and students
• We treat ourselves and our students with dignity and respect
• We believe in and encourage innovation at our school to better help our students succeed
• We have a customer centric focus, and we want people highly committed to achieving goals, where our success equals student’s success
• We are accountable for our actions, and if errors occur, we focus on preventing future errors and moving forward
• We have a growth mindset, always looking for ways to improve, with a sincere belief that every student can do better and achieve their goals
• We expect every employee to be an example of conduct and professionalism, being a role model to students and colleagues
• We commit to fostering an inclusive and supportive learning environment that respects the diversity of students' backgrounds, experiences, and perspectives
• We foster lifelong learning and professional development

Physical Demands

These physical demands are representative of the physical requirements necessary for an employee to successfully perform the essential functions of the job. Reasonable accommodation can be made to enable people with disabilities to perform the described essential functions:

• Essential functions of this role require sitting for extended periods of time
• Ability to type, use a computer to search for information and input information while speaking on the phone is required
• The employee will frequently be required to use the computer, mouse and telephone to conduct the regular tasks of this role
• The employee will be required to compute simple to simple mathematical calculations as a normal part of this role
• Requires daily use of a company computer and related software applications at a workstation

Work Environment

While performing the responsibilities of this remote position, the job holder will work in a home office environment. Reasonable accommodations may be made to enable people with disabilities to perform the essential functions of the job. This role routinely involves using standard office equipment such as computers, phones, and virtual communication tools. Employees are expected to ensure that their home office is a safe and ergonomic working environment, as the company will for employees working on campus.

Employees must maintain data security and confidentiality in accordance with company policies and use secure connections for all work-related activities. Expectations regarding work hours, availability, and time tracking will be clearly communicated and must be adhered to.

The company is not responsible for maintaining home office environments beyond the provision of reasonable accommodations and necessary work-related equipment. Workers' compensation and liability for injuries that occur in the home office will be covered as per company policy and applicable laws.

This remote work policy is designed to comply with all relevant local, state, and federal laws.

AAP/EEO Statement

California Institute of Applied Technology provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, or genetics. In addition to federal law requirements, California Institute of Applied Technology complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

California Institute of Applied Technology expressly prohibits any form of workplace harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. Improper interference with the ability of California Institute of Arts & Technology’s employees to perform their job duties may result in discipline up to and including discharge.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time, with or without notice.

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