Career Center

Engagement Retention & Recruitment Counselor

Job No: 527151
Work Type: Staff
Location: Pomona
Categories: Unit 4 - APC - Academic Professionals of California, Administrative, Temporary, Full Time, On-site (work in-person at business location)

Type of Appointment: Full-Time, Temporary (One - Year Term)

Collective Bargaining Unit: APC - Unit 4

Job Classification: Student Services Professional II

Classification Salary Range: $4,610- $6,556 per month

Anticipated Hiring Amount: $4,610 per month

Work Hours: Monday - Friday 8:00am-5:00pm

Recruitment Closing Date: June 12, 2023



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 of 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

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:
• Provide consumer information regarding financial aid programs via workshops, community presentations, and individual student appointments and as needed to external agencies and community organizations.
• Assist as needed with university recruitment programs, such as visit days for prospective students and activities targeting admitted students.
• 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.
• 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:
• 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.
• 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.
• 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.
• 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, considering all relevant information when making decisions to solve student issues/problems. Provide alternative course of action when necessary/ applicable.
• Respond to internal office referrals for award adjustment requests, issue troubleshooting, and complex aid questions. Relay issues of concern to financial aid office leadership.
• Investigate complaints and questions from students who raise concerns about their progress in the financial aid application or process to a point of resolution.
• 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.
• Analyze, troubleshoot, and process various financial aid data reports.
• 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:
• 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.
• Utilize project management skills to conduct program data analyses, generate analytical reports, and interpret data for managerial decision-making.
• 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.
• 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.
• 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:
• 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.
• 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.
• 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 below (section F) may be substituted for the required education on a year for year basis.
• Possession of the required knowledge and abilities (listed in Section F) is typically demonstrated through the equivalent of two 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.
• Experience advising students individually and in group settings.

Working knowledge of the practices, procedures, and activities of financial aid; 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 Cal Poly Pomona. Demonstrated ability to make decisions and carry through actions having implications with regard to other program or service areas.

Preferred Qualifications

• 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
• The Financial Aid Counselor requires a thorough understanding of the federal, state, and institutional rules governing the various forms of financial aid.
• 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.
• 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.
• 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.
• 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
• Experience working in a Public University or Community College

COVID-19 Vaccination

Individuals who access in-person on- or off-campus University programs or activities are strongly recommended to follow the COVID-19 vaccine recommendations adopted by the U.S. Centers for Disease Control and Prevention and the California Department of Public Health and to follow any campus safety measures that may be recommended or required by Cal Poly Pomona to decrease the likelihood of COVID-19 transmission or illness and allow the core mission and activities of the campus to continue. The complete text of the policy may be viewed at https://apptrkr.com/get_redirect.php?id=4190767&targetURL=Individuals who access in-person on- or off-campus University programs or activities are strongly recommended to follow the COVID-19 vaccine recommendations adopted by the U.S. Centers for Disease Control and Prevention and the California Department of Public Health and to follow any campus safety measures that may be recommended or required by Cal Poly Pomona to decrease the likelihood of COVID-19 transmission or illness and allow the core mission and activities of the campus to continue. The complete text of the policy may be viewed at COVID-19 Vaccinations and Other Safety Measures.

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. See policy at https://calstate.policystat.com/v2/policy/10899725/latest/.

Background Check

Cal Poly Pomona will make a conditional offer of employment, 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 criminal conviction history, considering such factors 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. See policy at https://www.cpp.edu/eoda/employee-labor//documents/employment-policies/hr2017-17.pdf.

I-9

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. See Form I-9 Acceptable Documents at https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents.

Child Abuse/Neglect Reporting Act (CANRA)

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. See policy at https://calstate.policystat.com/v2/policy/10927154/latest/.

Smoking

Cal Poly Pomona is a smoke and tobacco-free campus. See policy at https://calstate.policystat.com/policy/6591951/latest/.

Clery Act

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.

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. More information is available at: https://www.cpp.edu/eoda/employee-labor//access-accommodations/index.shtml.

EEO

Cal Poly Pomona is an Equal Opportunity, Affirmative Action Employer. The university subscribes to the pay transparency nondiscrimination provision and 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 covered veteran status. More information is available at: https://www.dol.gov/sites/dolgov/files/OFCCP/pdf/pay-transp_%20English_formattedESQA508c.pdf and at https://www.cpp.edu/eoda/employee-labor/documents/aa-eeo-doc/policy-statement_2022-aap-for-california-state-polytechnic-university-pomona_confidential_20220127.pdf.


Advertised: May 15, 2023 (9:00 AM) Pacific Daylight Time
Applications close: June 12, 2023 (11:55 PM)

To apply, visit https://careers.pageuppeople.com/873/po/en-us/job/527151/engagement-retention-recruitment-counselor









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