Special Programs Coordinator and Financial Aid Counselor

San Jose State University
California, United States
Salary Not Specified
Start date
Mar 15, 2021

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Position Type
Administrative, Business & Administrative Affairs, Financial Affairs, Student Affairs, Counseling, Financial Aid, Other Student Affairs, Student Activities & Services
Employment Type
Full Time

Job Summary

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 students.

Key Responsibilities

  • 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 structure).
  • 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 special programs.
  • 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 classes.
  • 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 forums.
  • Provide counseling to students and campus organizations to educate on budgeting and financial literacy topics thru all media – zoom/in-person/group presentations.

Knowledge, Skills & Abilities

  • 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 assigned.
  • Ability to compose and appropriately format correspondence and reports.
  • 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 techniques.
  • Ability to obtain factual and interpretive information through interviews; ability to acquire and apply knowledge of financial aid requirements.
  • 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 projects.
  • 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.

Required Qualifications

  • 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 personal counseling

Preferred Qualifications

  • 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 .

Application Procedure

Click Apply Now to complete the SJSU Online Employment Application and attach the following documents:

  • Resume
  • 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.

Contact Information

University Personnel

Additional Information

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 contingent basis.

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 hire.


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 campus).

Advertised: March 15, 2021 (9:00 AM) Pacific Daylight Time
Applications close:

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