Financial Aid Specialist

• Orange Coast College - Diversity, Equity, Inclusion, and Accessibility Page
• Orange Coast College - Diversity, Equity, Inclusion, & Accessibility Plan (DEIA)

Orange Coast College's Financial Aid Office and its staff are committed to providing quality support services that support the college's mission of student success. We promote financial aid programs that remove financial barriers to ensure access to all students in pursuit of academic excellence, economic opportunity, and personal achievement.

• Guides and advises students and prospective students concerning the financial aid programs. Explains complex policies and procedures.
• Reviews and evaluates financial aid applications to determine accuracy, completeness, and financial need level. Uses federal methodology need-analysis criteria for review. Performs any required follow-up procedures to get additional information, correct errors, or elicit more in-depth data from applicants.
• Verifies application data for accuracy. Compares FAFSA data with verification documents (tax documents, Verification Worksheets, W-2s, etc.). Corrects information on a financial or student database, performs needs analysis, and prepares computer files for reprocessing.
• Packages and determines award levels within established guidelines. Communicates award levels with students, sets up accounts along with disbursement and payment dates, and receives and allocates award funds from grantors.
• Grants financial aid awards. Determines need levels, confirms resources, and awards funds within pre-existing parameters. Uses automated data entry/access programs to secure funds from available resources or manually inputs awards on an individual student-by-student basis.
• Provides one-on-one advising for students, parents, or others regarding financial aid issues, procedures to award, reasons for denial or lack of eligibility, deadlines, petition processes, and other relevant issues.
• May provide partial leadership over certain aspects of the day-to-day office routine by organizing and prioritizing workload, reviewing applications and awards for accuracy and compliance, and reviewing student financial aid budget projections.
• Assists applicants in completing the various forms required for financial aid. Resolves problems with applications and/or financial aid checks.
• Reviews student satisfactory academic progress. Requests and reviews transcripts and other materials to support the packaging of financial aid and/or collection of amounts owed.
• Administers or serves as the primary resource for one or more programs, such as but not limited to special grants, study abroad, and state or local arrangements.
• Troubleshoots and resolves problems associated with financial aid application status, award levels, student information, communications among separate computer systems, and data integrity. Updates data, rate, and award tables.
• Scans all paper documents into an imaging system and maintains a database to ensure the privacy of confidential financial aid records and archives.
• Extracts and imports information from financial aid databases to support reporting and auditing. Updates tables in databases to reflect current rates and schedules.
• Troubleshoots problems accessing, storing, manipulating, remitting, and extracting data to and from financial aid and student databases.
• Participates in reviewing SAP appeals. Analyzes each appeal and renders a collective decision based on submitted documentation.
• Perform reconciliation of Federal and State programs. Ensures financial aid awards and disbursement information are the same across different systems.
• Maintains current knowledge and skills related to the duties and responsibilities.
• Conducts financial aid presentations and participates in outreach activities both on and off campus.
• Maintains ongoing paper and computer-aided records and databases. Ensures the privacy of confidential financial aid records and archives.
• Performs other related duties as assigned that support the objective of the position.
• Required to abide by all District policies and procedures including Board Policy 3050 - Code of Professional Ethics.

Knowledge and Skills

• The position requires considerable knowledge of financial aid policies, procedures, and operations.
• Requires knowledge of Federal and State regulations, policies, and procedures relating to awarding and administering Financial Aid.
• Requires a working knowledge of admissions, transcripts, and satisfactory academic progress.
• Requires knowledge and skill with networked financial aid computer software and systems as well as student information systems.
• Requires well-developed skills with and knowledge of applicable word processing, spreadsheet, and student database applications sufficient to extract and import data, perform queries, and tabulate reports.
• Requires well-developed math skills sufficient to compute sums, portions, percentages, ratios, and quotients from formulas and tables.
• Requires well-developed human relations skills to convey technical concepts to others, resolve difficult and sensitive confrontations, facilitate small group in-service, and project a positive image of the College.

• Requires the ability to perform the essential responsibilities and functions of the position.
• Requires the ability to perform the duties with efficiency and effectiveness.
• Requires the ability to analyze technical and complex information and documents and make assessments according to well-established policies, procedures, and mandated regulations.
• Requires the ability to impart technical and detailed information through one-on-one or group presentations.
• Requires the ability to perform data entry and database management duties and other general record-keeping and file maintenance duties.
• Requires the ability to communicate both formally and informally with a wide range of contacts both inside and outside the College setting.
• Requires the ability to perform assignments on varying work schedules.
• Must be able to work outside of regular scheduled hours for events such as outreach activities.

• The general physical demands, working conditions, and essential job functions associated with this classification will be kept on file with the Office of Human Resources.
• Essential functions will vary by position.
• As defined by Title I of the Americans with Disabilities Act ("ADA") and California's Fair Employment and Housing Act ("FEHA"), the District shall engage in a timely, good faith interactive process with employees or employment applicants who are requesting or are in need of reasonable accommodations and, provide reasonable accommodations for employees or employment applicants who, because of their disability, are limited in or unable to perform one or more of the essential functions of their job in accordance with applicable state and federal law.

• The position typically requires an Associate's degree or equivalent experience in Education and three years of experience working in higher education.
  • Comparable related work experience may substitute for some higher education.
• Or, any combination of education and experience which would provide the required equivalent qualifications for the position.
  • Preferred Two years working in the Financial Aid Office is preferred.

• Demonstrated evidence of responsiveness to and understanding of the racial, ethnic, disability, gender identity, sexual orientation, socioeconomic, academic, and cultural diversity within the community college student population, including students with different ability statuses (e.g., physical and/or learning) as these factors relate to the need for equity-minded practice within the classroom.

• May require a valid driver's license.

• Work is performed indoors where minimal safety considerations exist.

• Note: Applicants must be authorized to work for ANY employer in the U.S. We are unable to sponsor or take over sponsorship of an employment VISA at this time.

• Regular attendance is considered an essential job function; the inability to meet attendance requirements may preclude the employee from retaining 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 Coast Community College District policies, procedures, and Title IX. (Reference: BP/AP 5910 )
• The Coast Community College District celebrates all forms of diversity and is deeply committed to fostering an inclusive environment within which students, staff, administrators, and faculty thrive. Individuals interested in advancing the District's strategic diversity goals are strongly encouraged to apply.
• Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose.

Incomplete applications, application materials submitted by mail, and documents not requested in the job announcement will not be considered. Please note that the district does not return materials submitted in the application process (copies of original supporting documents are acceptable).

1. A complete Coast Community College District Online Employment Application.
2. Responses to Supplemental Questions (please provide clear and detailed responses, as they will be carefully evaluated to determine the most qualified candidate(s) to be invited for an interview; please do not paste your resume, put "see resume" or "N/A", or leave blank).
3. A Cover Letter highlighting your experiences relevant to this position and addressing the minimum and essential qualifications, including your demonstrated evidence of D.E.I.A. (Diversity, Equity, Inclusion, Accessibility). (upload as a separate attachment - PDF recommended).
4. A Current Resume of professional experience and educational background. (upload as a separate attachment - PDF recommended).

Individuals who need reasonable accommodations in accordance with ADA should notify the Human Resources Office for assistance or call 714.438.4716.

Selection Procedure

• All online applications received by the application deadline will be screened to determine which applicants meet the minimum qualifications as stated in the job announcement. Please note: Possession of the minimum qualifications does not ensure an interview.

• Applicants who meet the minimum qualifications and who are also deemed to possess the highest committee evaluation will be invited to an interview.
• If any travel is required for an applicant to participate in person during the interview process, this will be done so at the candidate's own expense.

Employment Information

The SELECTED CANDIDATE is required to complete the following before employment:

• Provide a Certificate of Tuberculosis Exam for initial appointment (Note: The certificate must be renewed every 4 years as a condition of continuing employment).
• Have fingerprints taken by a Live Scan computer at the candidate's expense (Clearance must be received before the first day of employment).
• Present original documents for proof of eligibility to work in the United States including a Social Security Card; AND
• Participate in a new hire onboarding appointment with an Employment Services Representative.

Coast Community College District is an Equal Opportunity Employer
The Coast Community College District is committed to employing qualified administrators/managers, faculty, and staff members who are dedicated to student learning and success. The Board recognizes that diversity in the academic environment fosters awareness, promotes mutual understanding and respect, and provides suitable role models for all students. We are committed to hiring and staff development processes that support the goals of equal opportunity and diversity, and equal consideration for all qualified candidates. The District does not discriminate unlawfully in providing educational or employment opportunities to any person on the basis of race, color, sex, gender identity, gender expression, religion, age, national origin, ancestry, sexual orientation, marital status, medical condition, physical or mental disability, military or veteran status, or genetic information.

The Coast Community College District is a multi-college district that includes Coastline, Community College, Golden West College, and Orange Coast College. The three colleges offer programs in transfer, general education, occupational/technical education, community services, and student support services.

Since its founding in 1947, the Coast Community College District has enjoyed a reputation as one of the leading community college districts in the United States. Governed by a locally elected Board of Trustees, the Coast Community College District plays an important role in the community by responding to the needs of a changing and increasingly diverse population.

https://www.cccd.edu/employees/hr/title9/Pages/Staff-and-Faculty-Resources.aspx This direct link 2024 Coast Community College District Annual Security and Fire Safety Report is the 2024 Annual Security and Fire Safety Report for Coast Colleges. The crime statistics for calendar years 2021, 2022, and 2023 were submitted to the U.S. Department of Education as required under the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act. A hard copy can be provided from one of the Campus Safety Offices. Please contact any of the Campus Safety Offices for any questions regarding the report.