The Special Programs Coordinator and Financial Aid Counselor
performs functions under the general supervision of the Associate
Director of Financial Aid Counseling but works independently to
provide a variety of coordinating and advising services in support
of the Financial Aid and Scholarships Office. The incumbent
performs functions related to the functional and technical
financial aid programs, the Financial Aid application processes and
awarding cycles, as well as student and parent counseling. The
incumbent will maintain a high level of knowledge regarding
Financial Aid programs that attracts, retains, and enrolls
academically qualified, culturally diverse, and socially conscious
populations of undergraduate and graduate students. As a
representative for San Jose State University, the incumbent
maintains a high level of expertise in Financial Aid requirements,
processes, and regulations to facilitate quality customer service
and financial aid advising in supporting students’ decision to
apply and attend SJSU. The incumbent will develop and maintain
accurate and transparent financial aid documentation and work flow
in order to maintain levels of productivity and quality of
financial aid counseling for prospective and continuing
Knowledge, Skills & Abilities
- Coordinate a variety of Special Programs supported by the
Financial Aid Office (Study Abroad, Summer Faculty Led Programs,
and Accelerated Programs with a special session fee
- Coordination of financial aid awarded for students enrolled in
program of studies. (Pell Credential awarding, Cross-Enrollment,
Summer-Start Programs, and Fee Waivers/Vocational Rehab payments).
Awarding of aid for specialized grants for students in Doctorate
Programs, and MBA programs.
- Liaison with on and off campus personnel in administering the
various programs. Work closely with the Bursar’s Office to ensure
the timely disbursement and transmittal of financial aid for the
- Knowledge of special program requirements, including fees,
budget adjustments, enrollment criteria, etc. One-to-one counseling
appointments with Special Program students to determine individual
needs and inform students of their specific criteria and
responsibilities. Determine eligibility for federal and state aid;
award/revise financial aid funds as necessary.
- Utilizes the PeopleSoft Administration Financial Aid Module to
determine specific program eligibility.
- Run necessary queries to identify students to determine the
amount of aid to return for those who withdraw or drop
- Utilize the Peoplesoft Module to determine the amount of aid to
be charged and adjust/return the Title IV aid as necessary.
- Provide necessary communication to student and Bursar’s Office
for any collection of funds as necessary.
- Assists students at the front counter answering questions
during drop-in hours and provides phone coverage. Explains to
students and parents the various documents, such as tax transcripts
and verification forms that may be requested by FASO to complete
the application process.
- Reviews and verifies that appropriate documents have been
submitted by the student to determine the student’s admission
eligibility under the various Chancellor’s Office and campus
regulations and procedures.
- Investigates complaints and questions from students who raise
concerns about their progress in the Financial Aid application or
process to a point of resolution.
- Works on assigned Financial Aid caseload for grant, loan award,
and student academic progress using professional judgement.
- Attends conferences and seminars regarding financial aid
eligibility criteria and processes. Makes on and off campus
presentations and represents SJSU at informational fairs and
- Provide counseling to students and campus organizations to
educate on budgeting and financial literacy topics thru all media –
- Ability to interact with a variety of internal partners from
Academic and Student Affairs to the Office of the President.
- Knowledge, ability, and initiative to apply the latest
concepts, trends, tools, and best practices of enrollment
management processes and technologies.
- Knowledge of the Federal and State Grant Programs in a Higher
Education setting – reconciliation of funds, processing issues, and
experience with outside entities in relation to the administration
of the programs.
- 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
- Ability to compose and appropriately format correspondence and
- Knowledge of software applications such as word processing,
spreadsheet, and database management.
- General knowledge of the methods and problems of organizational
and program management; general knowledge of research and interview
- Ability to obtain factual and interpretive information through
interviews; ability to acquire and apply knowledge of financial aid
- Ability to analyze and evaluate financial documents, and
acquire and apply knowledge of Financial Aid and Scholarships.
- Ability to be sensitive and responsive to student needs and
ability to work independently and in a team setting.
- Ability to learn PeopleSoft and ability to rapidly acquire a
general knowledge of the overall operation, functions and programs
of the campus.
- Ability to perform accurately in a detail-oriented environment
and handle multiple work priorities, organize and plan work and
- Ability to maintain confidentiality and appropriately handle
sensitive communications with faculty, CSU administrators, student
organizations, private and public agencies and others in committee
work, and student advising and community contacts.
- Excellent oral and written communication skills.
- Ability to advise students individually and in groups on
routine matters where required.
- Excellent customer service and public relations skills.
- Equivalent to graduation from a four-year college or university
in a related field, including or supplemented by upper division or
graduate coursework in counseling techniques, interviewing, and
conflict resolution where such are job-related.
- Three years of progressively responsible professional student
services work experience. A master’s degree in Counseling, Clinical
Psychology, Social Work, or a directly related field may be
substituted for one year of experience. A doctorate degree and the
appropriate internship or clinical training in counseling or
guidance may be substituted for the three years of experience for
positions with a major responsibility for professional career or
- Bachelor’s Degree
- 5 years of in-house financial aid experience - from application
to disbursement - FAFSA completion, awarding students, revising
awards, and processing R2T4, etc
- 2 years of experience working with special populations outside
of the regular financial aid process
- 2 years of student counseling experience relaying information
to students and families on their financial aid eligibility
- 2 years of experience of presenting to students/families thru
in-person or virtual means
- Experience with online document retrieval system (On-Base) and
running queries from PeopleSoft
Classification: Student Services Professional III
Anticipated Hiring Range: $4,691/month - $4,759/month
Hiring Range: $4,691/month - $6,683/month
San José State University offers employees a comprehensive benefits
package typically worth 30-35% of your base salary. For more
information on programs available, please see the
Employee Benefits Summary
Click Apply Now to complete the SJSU Online Employment Application
and attach the following documents:
- Letter of Interest
All applicants must apply within the specified application period:
March 15, 2021 through April 4, 2021
. This position is open
until filled; however, applications received after screening has
begun will be considered at the discretion of the university.
Satisfactory completion of a background check (including a criminal
records check) is required for employment. SJSU will issue a
contingent offer of employment to the selected candidate, which may
be rescinded if the background check reveals disqualifying
information, and/or it is discovered that the candidate knowingly
withheld or falsified information. Failure to satisfactorily
complete the background check may affect the continued employment
of a current CSU employee who was offered the position on a
The standard background check includes: criminal check, employment
and education verification. Depending on the position, a motor
vehicle and/or credit check may be required. All background checks
are conducted through the university's third party vendor, Accurate
Background. Some positions may also require fingerprinting. SJSU
will pay all costs associated with this procedure. Evidence of
required degree(s) or certification(s) will be required at time of
SJSU IS NOT A SPONSORING AGENCY FOR STAFF OR MANAGEMENT POSITIONS.
(e.g. H1-B VISAS)
All San José State University employees are considered mandated
reporters under the California Child Abuse and Neglect Reporting
Act and are required to comply with the requirements set forth in
CSU Executive Order 1083 as a condition of employment.
Equal Employment Statement
San José State University (SJSU) is an Equal
Opportunity/Affirmative Action employer committed to
nondiscrimination on the basis of age, ancestry, citizenship
status, color, creed, disability, ethnicity, gender, genetic
information, marital status, medical condition, national origin,
race, religion or lack thereof, sex, sexual orientation,
transgender, or protected veteran status consistent with applicable
federal and state laws. This policy applies to all SJSU students,
faculty and staff programs and activities. Title IX of the
Education Amendments of 1972, and certain other federal and state
laws, prohibit discrimination on the basis of sex in all education
programs and activities operated by the university (both on and off
March 15, 2021 (9:00 AM) Pacific Daylight