Type of Appointment: Full-Time, Probationary Collective Bargaining Unit: Academic Professionals of California (APC) - Unit 4
Classification Salary Range: $4,304 - $6,120 per month Anticipated hiring range: $4,304 - $4,909 per month
Work Hours: Monday - Friday, 8:00 a.m. - 5:00 p.m.
Recruitment Closing Date: August 6, 2021
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 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; and 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:
The Counselor will 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: providing consumer information regarding financial aid programs via workshops, community presentations, and individual student appointments and as needed to external agencies and community organizations; assisting as needed with University recruitment programs, such as visit days for prospective students and activities targeting admitted students; counseling and assisting 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; providing support to students experiencing family, personal, or economic crises which may impact school performance; and identifying and analyzing 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.
The incumbent will provide processing, evaluation, and decision-making support; and 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: analyzing financial aid applications to determine student's level of financial need; performing verification of information and eligibility consistent with federal, state, and institutional rules & procedures; reviewing, evaluating, and troubleshooting eligibility issues that result from overpayments, defaults, annual and aggregate loan limits, and fraud; preparing, reviewing, and revising award packages utilizing the knowledge of federal regulations, system-wide policy, and university and departmental provisions; awarding aid funds and coordinate outside resources as appropriate; revising and adjusting award packages and/or budgets as necessary and ensure funds are not over awarded; evaluating unusual and/or exceptional circumstance documentation or information provided by students; exercising professional-level judgement when federal, state, or institutional policies cannot easily accommodate unique student eligibility situations; making recommendations to students, families, or staff on potential alternative courses of action; evaluating and monitoring aid eligibility, academic progress (SAP) and enrollment (including course completion & repeats); making appropriate adjustments to awards; making exceptions to established policies or procedures as appropriate, considering all relevant information when making decisions to solve student issues/problems; providing alternative course of action when necessary / applicable; responding to internal office referrals for award adjustment requests, issue troubleshooting, and complex aid questions; relaying issues of concern to financial aid office leadership; investigating complaints and questions from students who raise concerns about their progress in the financial aid application or process to a point of resolution; assuring compliance with university, state and federal regulations for various financial aid programs; updating financial aid accounts and notify students of options and actions taken; analyzing, troubleshooting, and processing various financial aid data reports; and serving 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.
The incumbent will provide program oversight and be a program liaison; and provide leadership, program management, and serve as liaison for a programmatic area of specialization. This includes the following: providing leadership and program management for an area of specialization; serving as a resource for the financial aid and enrollment services staff with regard to area of specialization - including providing updates & training; utilizing project management skills to conduct program data analyses, generate analytical reports, and interpret data for managerial decision-making; participating in the research and review of annual & ad-hoc program guidance to ensure program remains compliant with federal, state, and institutional regulations & guidelines; presenting solution-based approach for required programmatic changes, which may include leading or supporting implementation activities; coordinating and maintaining liaisons with campus departments and external agencies as required; acting 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; and may train, direct, or coordinate the work of others in providing student financial aid or outreach services.
The incumbent will engage in collaboration and development; remain current with constantly evolving financial aid regulations (federal, state, institutional) and emerging trends and best practices in delivering service excellence; and contribute to the overall success of the Office of Financial Aid & Scholarships and Enrollment Management & Services through ad-hoc assignments. This includes the following: supporting 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; 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; and actively engaging 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.
Bachelor's degree or equivalent in one of the behavioral sciences, public or business administration or a job-related field AND two (2) years of professional experience in one of the student services program areas or in a related field. (A Master's degree in a job- related field may be substituted for one year of the professional experience. Additional specialized and relevant experience may be substituted for the required education on a year-for-year basis).General knowledge of the methods and problems of organizational management, research and interview techniques; ability to interpret and apply program rules/regulations, use initiative in planning work assignments and in implementing long- range program improvements; obtain factual and interpretative information through interviews; reason logically; ability to plan, develop, coordinate, supervise and organize programs and activities; ability to interact with a diverse student population, faculty, staff and the public; ability to analyze complex situations accurately and adopt effective courses of action; ability to advise students individually and in groups on complex student-related matters; ability to complete assignments without detailed instructions; and ability to establish and maintain cooperative working relationships with a variety of individuals. Excellent verbal and written communication skills as well as the ability to acquire knowledge of the campus procedures and activities and the overall organization is required.
Experience advising students individually and in group settings; skills and knowledge of financial aid (programs, policies, regulations); in-depth knowledge and understanding of current financial aid need 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 and academic policies & procedures; a thorough understanding of the federal, state, and institutional rules governing the various forms of financial aid. Federal law is reauthorized every 5 to 6 years with regulatory changes and new legislation inserted within those spans. State aid can change annually with each session of the legislature. Institutional costs and processes may change even more often in response to improvements and limitations to technology, approval and revisions of budget priorities, and structural organizations. Every counselor will track these changes and the effects on student awards at the University. The Counselor must successfully keep abreast of technical applications of regulatory and institutional changes and utilize competent and increasingly complex computer system skills to meet their job requirements. Specific assigned programs may be complex and require specialized training or skills. Customer service skills; treats all customers (students, faculty, and staff colleagues) with dignity and respect, empathy, fairness and professionalism, consistent with the University's 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; and the ability to handle information in a confidential and professional manner; demonstrated ability to communicate technical information and convey disappointing information; experience working in a Public University or Community College; and 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).
Bridging the gap between the expectations of students and parents and the reality of what financial aid will provide can be stressful. Counselors deal continuously with the dissonance between a family's perceived need and the help available to the student. In this position, they may be the "bearer of bad news" sometimes accused of telling students they "cannot" attend the University. They must be able to deal effectively with the dejection that some students feel when confronted with limited resources to make their educational dreams come true as well as parents and students who may become adversarial in attempts to improve their treatment. To resolve these situations without assistance, counselors are knowledgeable and authoritative while remaining supportive, calm and professional even under highly charged circumstance. Counselors must also be effective and knowledgeable in communicating to diverse groups and larger audiences regarding the financial aid process and requirements, and willing to contribute whenever possible or needed to outreach activities.
Our service structure calls upon counselors to explain, sometimes to defend, professional judgment decisions made by other counselors. Because of the shared workload and working styles of a large group of individuals, successful counselors must be excellent communicators, good negotiators, team players and excellent colleagues who share the goals and the hard work necessary to achieve them.
Time management and the ability to handle multiple tasks with short deadlines; ability to demonstrate excellent time management and organizational skills; and the ability to work effectively in a dynamic team and to multi-task in a fast-paced, diverse environment with students, faculty, and staff. Financial aid counselors work under continuous pressure to meet self-imposed, department-imposed and student-imposed deadlines while maintaining extreme attention to detail and accuracy. Errors may result in significant liability for students as well as the institution. Counselors must successfully balance the pressures to complete assigned tasks, attend professional and developmental workshops, meetings, and training opportunities.
The ability to document roles and responsibilities; ensure operational integrity and continuity by maintaining detailed descriptions of responsibilities, ranging from daily tasks to strategic activities and outcomes, and makes them available to supervisor. The ability to ensure data integrity; ensure quality, usability and integrity of system data by working within approved processes and testing procedures; follow all University policies, procedures, and guidelines including but not limited to safety, civility, information security and non-discrimination policies and procedures; contribute to a positive university experience for every student and assist in achieving the university's commitment to a "vision of excellence."
Cal Poly Pomona expects respectful, professional behavior from its employees in all situations. Acts of harassment or abusive conduct are prohibited. Demonstrated appropriate professional behavior, treating others with civility and respect, and refusing to tolerate abusive conduct is expected of all employees.
A background check must satisfactorily be completed before a candidate can be offered this position. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current CSU employees who apply for this position. The background check consists of the following: Employment verification, education verification, reference checks, and checks of the following systems and databases: National Social Security Number/Address Locator, Felony/Misdemeanor, National Criminal Database, Federal Criminal, Department of Motor Vehicles, and National Sex Offender Registry.
AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER:
Cal Poly Pomona is an Equal Opportunity, Affirmative Action Employer. The university subscribes to all state and federal regulations and prohibits 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 covered veteran status.
Cal Poly Pomona hires only individuals lawfully authorized to work in the United States. 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 Poly Pomona Annual Security and Fire Safety Report is available at: https://www.cpp.edu/campus-safety-plan.shtml
Cal Poly Pomona is a smoke and tobacco-free campus. Please refer to the link below for policy information.
CONDITION OF EMPLOYMENT:
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. http://www.calstate.edu/eo/EO-1083.html
Internal Number: 63090
About Cal Poly Pomona
Cal Poly Pomona consistently ranks among the best universities in the country when it comes to quality education, affordability and career prospects for graduates. As an inclusive polytechnic university, we cultivate success through experiential learning, discovery and innovation. U.S News noted Cal Poly Pomona was eighth most diverse among regional universities in the West and tenth most diverse in the nation. Nowhere else can students ride an Arabian horse, practice on a Steinway piano, bring a new product to market, and build a liquid-fueled rocket.