Financial Aid Officer 2 – 4 SV

Job Summary

Involves analyzing students’ level of need and eligibility for financial aid to allocate financial aid awards and advise students on obtaining aid. Interprets financial aid regulations, analyzes student data, and implements procedures to ensure regulatory compliance and timely delivery of financial aid.

Job Title	Financial Aid Officer 2 SV	Financial Aid Officer 3 SV	Financial Aid Officer 4 SV
Job Code	4987	4988	4989
Bargaining Unit	SV	SV	SV
FLSA	Non-Exempt	Exempt	Exempt
Generic Scope	Professional who applies acquired job skills, policies, and procedures to complete substantive assignments / projects / tasks of moderate scope and complexity; exercises judgment within defined guidelines and practices to determine appropriate action.	Experienced professional who knows how to apply theory and put it into practice with in-depth understanding of the professional field; independently performs the full range of responsibilities within the function; possesses broad job knowledge; analyzes problems / issues of diverse scope and determines solutions.	Technical leader with a high degree of knowledge in the overall field and recognized expertise in specific areas; problem-solving frequently requires analysis of unique issues / problems without precedent and / or structure. May manage programs that include formulating strategies and administering policies, processes, and resources; functions with a high degree of autonomy.
Custom Scope	Uses professional financial aid concepts applied to a limited number of financial aid functions. Provides information and interpretation of standard policies, procedures and regulations. Works independently under general supervision in providing routine information. Receives direction regarding more complex programs. This title is bargaining unit only. There should never be an uncovered position.	Working independently under general supervision, applies a broad understanding of student aid program practices and policies to determine appropriate allocation of aid awards, authorize exceptions, and provide individual counseling on non-routine, sensitive aid issues. Typically, the bargaining unit job code should be used for work covered by this title. However, if the position is not covered by the Higher Education Employer-Employee Relations Act (HEERA) due to one of the following reasons—(1) Confidential status, where duties normally require access to confidential information that significantly influences the development of management’s bargaining or grievance positions; (2) employed outside of California at a location with 100 or fewer employees; or (3) Supervisory status, where duties include supervising employees as a regular part of the job—then the position should be listed under the generic title without the “SV” ending.	Applying advanced, specialized expertise, has programmatic responsibility for a financial aid program, and / or regularly resolves individual, complex financial aid situations. Typically, the bargaining unit job code should be used for work covered by this title. However, if the position is not covered by the Higher Education Employer-Employee Relations Act (HEERA) due to one of the following reasons—(1) Confidential status, where duties normally require access to confidential information that significantly influences the development of management’s bargaining or grievance positions; (2) employed outside of California at a location with 100 or fewer employees; or (3) Supervisory status, where duties include supervising employees as a regular part of the job—then the position should be listed under the generic title without the “SV” ending.
Key Resp 01	Provides advice and information to current and prospective students and parents on financial aid policies, procedures, and regulations.	Analyzes a variety of factors (financial data, family circumstances, social background, academic status, educational goals) and applies knowledge of federal, state, University, and outside agency laws, regulations, and policies to determine students’ eligibility for various types of financial aid.	Co-chairs department committees or provides advanced expertise to plan and coordinate policy and procedure changes.
Key Resp 02	Analyzes student inquiries, determines relevant issues, and recommends solutions.	Identifies available resources and unmet needs to determine appropriate allocation of aid awards for individual students.	Develops new, or makes changes to existing, financial aid forms and work-flow routing. Creates annual processing schedule.
Key Resp 03	Participates in outreach services to prospective students, parents, and the general public.	Coordinates with other UC departments to implement and evaluate student-focused activities, programs, and services.	Coordinates, implements, evaluates, and reports on very complex, specialized government, agency, University, or donor aid programs.
Key Resp 04	Performs needs analysis and assesses eligibility.	Advises departments on existing financial aid procedures, resources, and options available. Recommends changes in financial aid policy or procedures to benefit specific student groups, e.g., students with disabilities.	Works with internal and external organizations to develop program policies and coordinate procedures. Interprets regulations, and develops or recommends procedures to ensure compliance and accurate aid delivery.
Key Resp 05	Recommends adjustments to aid awards.	Coordinates, implements, and evaluates yield and retention activities for targeted student groups. Recommends changes or development of new activities.	Serves as expert resource on specialized programs and related regulations and policies.
Key Resp 06	Participates on standing department committees to raise issues and receive direction on practices and procedures.	Analyzes exception reports of students whose aid packages could not be handled by automated programming and determines action needed to resolve issues and complete aid allocations for these students.	Provides training on programs to department staff.
Key Resp 07		Participates on standing department committees to provide advice on procedural issues.	Manages yield and retention activities for targeted student groups.
Key Resp 08		Coordinates, implements, evaluates, and reports on government, agency, or donor aid programs. Consults with external agencies on procedural issues or individual student’s eligibility. Interprets regulations and develops or recommends procedures to ensure compliance and accurate aid delivery.	Determines goals and objectives. Recommends new or changes to existing program policies.
Key Resp 09		Reconciles large volumes of student data from multiple sources.	Identifies and implements database elements, queries, and reports needed to monitor complex programs. Analyzes reports to resolve programming errors.
Key Resp 10		Identifies and resolves mismatches and errors.	Provides individual counseling on and recommends resolution of extremely sensitive, specialized and / or complex issues. Exercises professional judgment to authorize exceptions to policies, changes in financial aid awards or additional funding.
Key Resp 11		Identifies and implements database elements, queries, and reports needed to monitor aid programs. Analyzes reports to resolve ID allocation problems.	Uses knowledge of the applicable rules and standards of the Pacific 10 Conference, the NCAA, and other associations and agencies to avoid any and all violations of these rules and standards.
Key Resp 12		Provides individual counseling on non-routine, sensitive aid issues. Exercises professional judgment to authorize changes in financial aid award.	Performs needs analysis, assesses eligibility, and exercises professional judgment to determine allocation of aid awards under complex, specialized regulations or for escalated cases. Recommends packaging policies and strategies for allocation of awards to groups of students.
Key Resp 13		Coordinates and creates content for outreach services to prospective students, parents, and the general public.	Manages department participation in and creates content for outreach services for prospective students, parents, and the general public.
Key Resp 14			Develops web and print publications in support of these outreach services.
Key Resp 15			Analyzes exception reports to determine necessary changes in programming or procedures to allow automated packaging of aid. Reconciles complex student data from multiple sources. Identifies difficult-to-resolve mismatches and errors from external and internal sources. Identifies programming or procedural changes needed to prevent errors.
Education	Bachelor’s degree in related area and / or equivalent experience / training.	Bachelor’s degree in related area and / or equivalent experience / training.	Bachelor’s degree in related area and / or equivalent experience / training.
Special Condition	Exercise the utmost discretion in managing sensitive information learned in the course of performing their duties. Sensitive information includes but is not limited to employee and student records, health and patient records, financial data, strategic plans, proprietary information, and any other sensitive or non-public information learned during the course and scope of employment. Understands that sensitive information should be shared on a limited basis and actively takes steps to limit access to sensitive information to individuals who have legitimate business need to know. Ensure that sensitive information is properly safeguarded. Follow all organizational policies and laws on data protection and privacy. This includes secure handling of physical and digital records and proper usage of IT systems to prevent data leaks. The unauthorized or improper disclosure of confidential work-related information obtained from any source on any work-related matter is a violation of these expectations.	Exercise the utmost discretion in managing sensitive information learned in the course of performing their duties. Sensitive information includes but is not limited to employee and student records, health and patient records, financial data, strategic plans, proprietary information, and any other sensitive or non-public information learned during the course and scope of employment. Understands that sensitive information should be shared on a limited basis and actively takes steps to limit access to sensitive information to individuals who have legitimate business need to know. Ensure that sensitive information is properly safeguarded. Follow all organizational policies and laws on data protection and privacy. This includes secure handling of physical and digital records and proper usage of IT systems to prevent data leaks. The unauthorized or improper disclosure of confidential work-related information obtained from any source on any work-related matter is a violation of these expectations.	Exercise the utmost discretion in managing sensitive information learned in the course of performing their duties. Sensitive information includes but is not limited to employee and student records, health and patient records, financial data, strategic plans, proprietary information, and any other sensitive or non-public information learned during the course and scope of employment. Understands that sensitive information should be shared on a limited basis and actively takes steps to limit access to sensitive information to individuals who have legitimate business need to know. Ensure that sensitive information is properly safeguarded. Follow all organizational policies and laws on data protection and privacy. This includes secure handling of physical and digital records and proper usage of IT systems to prevent data leaks. The unauthorized or improper disclosure of confidential work-related information obtained from any source on any work-related matter is a violation of these expectations.
KSA 01	Basic knowledge of policies, regulations, and practices for awarding financial aid.	Working knowledge of policies, regulations, and practices for awarding financial aid; specialized knowledge of particular programs.	Advanced knowledge of policies, regulations, and practices for awarding financial aid; specialized knowledge of particular programs.
KSA 02	Basic knowledge of University policies, processes, and procedures.	Working knowledge of University policies, processes, and procedures.	Working knowledge of packaging policies and practices.
KSA 03	Basic knowledge of advising and counseling techniques.	Working knowledge of advising and counseling techniques.	Advanced knowledge of University policies, processes, and procedures.
KSA 04	Ability to apply knowledge of policies to individual situations.	Ability to interpret policies and develop procedures to ensure compliance.	Advanced knowledge of advising and counseling techniques.
KSA 05	Problem identification and critical thinking skills.	Problem identification, critical thinking, and problem solving skills; judgment and decision-making ability.	Ability to interpret complex policies and develop procedures to ensure compliance.
KSA 06	Ability to calculate financial aid with attention to detail and accuracy.	Ability to calculate financial aid with attention to detail and accuracy.	Ability to calculate and reconcile financial aid with attention to detail and accuracy.
KSA 07	Organizational skills and ability to prioritize work and meet deadlines.	Organizational skills and ability to prioritize work and meet deadlines.	Organizational skills and ability to prioritize work and meet deadlines.
KSA 08	Demonstrates written and verbal communication skills. Active listening skills. Possesses customer service orientation skills.	Strong written and verbal communication skills. Active listening skills. Possesses strong customer service orientation skills.	Project management skills. Advanced written and verbal communication skills. Active listening, persuasion, and negotiation skills. Possesses advanced customer service orientation skills.
KSA 09	Ability to assess processes and recommend improvements. Good interpersonal skills.	Strong ability to assess processes and implement improvements. Thorough interpersonal skills.	Advanced ability to assess processes and implement improvements. Excellent interpersonal skills. Strong social perceptiveness abilities.
KSA 10	Proficiency with standard office software, internet, and email applications. Basic knowledge of common University-specific computer application programs.	Strong proficiency with standard office software as well as internet and email applications. Working knowledge of common University-specific computer application programs.	Advanced proficiency with standard office software as well as internet and email applications. Thorough knowledge of common University specific computer application programs.
KSA 11	Experience using complex databases.	Experience using complex databases. Ability to define specifications for database programming.	Experience using complex databases; ability to define specifications for database programming. Proficiency manipulating and analyzing large volumes of data. Advanced knowledge of common University-specific computer application programs.
KSA 12			Advanced problem identification, critical thinking, and problem solving skills; judgment and decision-making ability.
Environment	Campus, medical center or other university setting and various external venues.	Campus, medical center or other university setting and various external venues.	Campus, medical center or other university setting and various external venues.