Scholarship Coordinator & Financial Aid Counselor
San Jose State University - San Jose, CA

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Job Title: Scholarship Coordinator & Financial Aid Counselor
Job ID: 22351
Full/Part time: Full-time
Regular/Temporary: Regular
Department: Financial Aid & Scholarship


Classification: Student Services Professional lll

Anticipated Hiring Salary: $3,834/month

Salary Range: $3,834/month - $5,462/month

FLSA status: Exempt

Academic Professionals of California (APC) Benefits Summary

About the Position
Performs functions under the general supervision of the Assistant Director of Counseling and Advising, but works independently to provide a variety of coordinating and advising services in support of Financial Aid Counseling. Performs functions related to the functional and technical Scholarship Program, the Financial Aid application processes and awarding cycles, as well as student and parent counseling.

ESSENTIAL DUTIES AND RESPONSIBILITIES include but are not limited to the following:

1. Scholarship Program
Administers and coordinates categories of scholarships including donor directed, departmental, and campus based. Makes recommendations on CSU and departmental scholarships and selects scholarship recipients based on application data and in person interviews. Assists and meets with Director and/or Assistant Director to determine scholarship priorities, policies, and procedures.
Develops and maintains the Scholarship website for on-line scholarship applications and scholarship searches.
Develops and maintains the Scholarship database, STARS, of all criteria, award history and payment reconciliation using the PeopleSoft financials to balance scholarship accounts. Utilizes the PeopleSoft Student Administration Financial Aid Module to determine scholarship eligibility.
Coordinates all outside scholarship resources to be added to the financial aid package to ensure overall award does not exceed the cost of education. 2. Financial Aid Counseling
Maintains knowledge of financial aid programs, including Pell, Federal, FWS, and Cal Grant. Keeps current and interprets federal, scholarship eligibility criteria and office practices.
Explains the applicant process award cycle and answers questions related to Financial Aid and Scholarship award process at San Jose State University and communicates to students and parents.
Assists students at the front counter answering questions during drop-in hour and provides phone coverage. Responsible for explaining to students and parents the various documents that may be requested for the application process, including verification forms, tax returns, etc.
Works on assigned Financial Aid caseload for grant, loan award, and student academic progress using professional judgment.
Attends conferences and seminars regarding financial aid eligibility criteria and processes. Makes on and off campus presentations and represents San Jose State University at informational fairs and forums.
Serves as a member of the Counseling and Advisor Component reporting to the Assistant Director of Counseling. Participates in office, divisional, departmental and team meetings regarding changes in policy and process as it relates to the FASO. 3. WORK LEAD RESPONSIBILITIES

This position provides work lead direction to two ASCII positions.
Coordinates, instructs, guides, checks and corrects the work of the Scholarship Assistants in order to maintain levels of productivity, quality and quantity of work.
Typically gives or passes on instructions from the Assistant Director of Counseling and Advising, according to a logical progression of work or follows a prepared schedule or protocol.
Makes recommendations as to what to do when situations arise where there is no precedent or standard method of performing the work.
Provides input to the Assistant Director of Counseling and Advising for performance reviews and operational issues. 4. GENERAL GUIDELINES
Counsel students on matters regarding financial aid eligibility, money management; academic progress requirements, and other related matters for which students seek help.
Recommends initiatives and changes to improve quality and services.
Identifies and determines cause of problems; develops and presents recommendations for improvement of established processes and practices.
Maintains contact with customers and solicits feedback for improved services.
Maximizes productivity through use of appropriate tools; planned training and performance initiatives. Researches and develops resources that create timely and efficient workflow.
Prepares progress reports, informs supervisor of project status and deviation from goals. Ensures completeness, accuracy and timeliness of all operational functions.
Prepares and submits reports as requested and required.
Implements guidelines to support the functions of the unit.
Determines the importance of each task, and completes functions according to established deadlines and changing priorities.
Complies with all applicable university, state and federal regulations.
Maintains confidential data and follows FERPA guidelines. 5. Performs other duties as assigned.

Education and Experience
A Bachelor's degree from a four-year college or university and a minimum of three (3) years progressively responsible full-time professional experience working with financial aid and scholarships student service functions, academic advising, and/or supporting Enrollment Services functions, or related functions in a university environment. A Master's degree in a directly related field may be substituted for one year of experience. A doctorate degree and appropriate internship in job-related field may be substituted for two years of required professional experience.

Preferred Qualifications

Demonstrated experience, within the last five (5) years, coordinating a scholarship program or similar (i.e. advertising, review of applications, selection, processing awards, disbursing funds).
Experience analyzing and interpreting student financial aid documents and process requirements. Experience applying university policies regarding financial aid.
Demonstrated experience working with federal/state regulations, maintaining compliance, and program integrity.
Experience with PeopleSoft, financial aid software programs, and database management.
Demonstrated excellent written and verbal communication to customers via technology, in person, and via telephone.

Knowledge, Skills & Abilities

Ability to quickly learn CSU policies and procedures, Student Financial Aid Programs and procedures, and ability to apply that knowledge to individual situations. Ability to interpret and explain policies to various staff members and students.
General knowledge of individual counseling techniques, and working knowledge of student services programs to which immediately assigned.
Ability to advise students individually and in groups on FASO matters; ability to determine appropriate courses of action and proper techniques to utilize while engaged with individuals in personal interactions of an argumentative or sensitive nature.
Ability to interpret and evaluate descriptions and explanations of problems brought forward by individuals, colleges and students, analyze and define the problem, draw valid conclusions, and project consequences of various alternative courses of action.
General knowledge of University methods, procedures and practices.
Thorough knowledge of English grammar, business writing, punctuation and spelling; ability to compose and appropriately format correspondence and reports.
Working knowledge of software applications such as word processing, spreadsheet, and database management. Knowledge of automated student financial aid systems and database management. Ability to learn PeopleSoft Financials and Student Administration.
Ability to analyze complex situations accurately and adopt effective courses of action.
Ability to understand the academic year and processing cycles that effect the workflow of the Financial Aid and Scholarships Unit and Enrollment Services department.
Ability to develop and maintain a thorough knowledge of admissions and evaluation policies and procedures.
Ability to perform accurately in a detail-oriented environment, handle multiple work priorities, and organize and plan work and projects.
Ability to maintain confidentiality and appropriately handle sensitive communications with employees and external agencies.
Strong oral and written communication skills. Must possess excellent customer service and public relations skills.

Posting Date: May 21, 2012

First Screening Date: June 6, 2012

This position is open until filled; however, applications received after the first screening date will be considered at the discretion of the university.

Required Application Material
Letter of Interest
Complete SJSU Online Employment Application to apply, please visit our website at:

Please note that failure to completely fill out each section of the online application may result in your application not receiving consideration.

Note to Applicant
Evidence of degree(s) or certification(s) may be required at time of hire. Every applicant who reaches the final level of interviews will be required to submit their fingerprints to the Live Scan Prints Service through the University's Police Department. SJSU will pay all costs associated with this procedure.

Equal Employment Statement
SJSU is an Equal Opportunity/Affirmative Action employer committed to nondiscrimination on the basis of race, color, religion, national origin, sex, sexual orientation, gender status, marital status, pregnancy, age, disability, or covered veteran's status consistent with applicable federal and state laws. Reasonable accommodations will be provided for applicants with disabilities who self disclose.

Annual Safety Report

Contact Information
One Washington Square San Jose, CA 95192-0046
Phone: 408-924-2250 Fax: 408-924-1784 Email:

Human Resources

University Shared Values
Learning: Valuing education and promoting life-long learning.
Student and Employee Success: Placing our highest priority on academic success and personal growth.
Excellence: Setting the highest standards in all we do.
Integrity: Being honest, fair and accountable for our actions.
Diversity: Respecting diversity and recognizing the strength this factor brings to our community.
Community: Valuing collaborative relationships.


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