Program Coordinator - Financial Aid (3 Positions)

Description

Columbia Basin College ('CBC' or the 'College') seeks three (3) P rogram Coordinators who will interpret and apply federal, state and college financial aid rules and regulations. The Program Coordinators will provide complex student financial aid program information to students, staff and the public. These positions will coordinate work duties for all scholarship programs and the importing, evaluating and processing of incoming Free Application for Federal Student Aid (FAFSA) applications and revisions. The incumbents will coordinate the Washington State Work Study and College Bound Scholarship programs and assist in processing federal student loans. Responsibilities will also include the awarding of all Workforce Education program funds, the preparation of all electronic student files for general review and awarding and the processing of Washington Application for State Financial Aid (WASFA) applications. As members of the Financial Aid Office, the Program Coordinators will provide in-depth customer service to customers from various socio-economic and cultural backgrounds. The Program Coordinators report directly to the Assistant Director for Financial Aid.
This position is open until filled. First consideration will be given to applicants whose complete application has been received by August 8, 2021 @ 11:59 PM Pacific Time.

Per Governor Inslee’s Proclamation 21-14.1 (Download PDF reader) , state employees and employees of educational institutions must be fully vaccinated no later than October 18, 2021. If hired, your vaccine status will be verified during onboarding unless you apply and qualify for a religious or medical exemption and can be accommodated to perform the essential functions of the position. Need more information? Please contact covidvaccinemandate@columbiabasin.edu .

Primary Responsibilities

The responsibilities below will be divided amongst the three (3) Program Coordinators:

• Coordinate all functions of the scholarship program at CBC to ensure compliance with application, award guidelines and reporting requirements;
• Confer with scholarship donors to establish eligibility guidelines, application deadlines and funding disbursement criteria for various scholarships;
• Notify instructional departments and students by email and through the CBC website of incoming scholarships;
• Accept and evaluate scholarship applications to ensure they meet eligibility requirements;
• Receive, process, and deposit scholarship funds, determine appropriate coding, and monitor tuition and check payments and other award expenditures with Accounting Services personnel;
• Balance quarterly scholarship expenditures and return funds to donors as required;
• Move scholarship balances from quarter to quarter as required;
• Access and report student information to scholarship organizations/donors using the Washington Student Achievement Council (WSAC) web-based systems;
• Utilize U.S. Department of Education software programs EdExpress and EdConnect to import new and revised federal financial aid applications (FAFSAs) into the Financial Aid Management (FAM) system;
• Coordinate with Workforce Education program staff in the awarding of Worker Retraining and other Workforce Education financial aid into the FAM system;
• Perform all aspects of financial aid file processing by reviewing, verifying and awarding federal, state and institutional financial aid for eligible applicants;
• Process WASFA applications for undocumented students who qualify for WA State financial aid by importing the records into FAM, reviewing applications to determine eligibility, notifying applicants of missing requirements, working closely with the Records Office to confirm residency and awarding appropriate state and institutional financial aid for which the students are eligible;
• Explain application procedures and coordinate completion of the FAFSA loan application and other necessary forms;
• Act as a liaison between the department and other College entities relative to financial aid matters and make client referrals to other College departments;
• Prepare and update financial aid forms and letters to ensure timely and accurate communications with financial aid applicants and recipients;
• Under the direction of the Assistant Director of Financial Aid, advise off-campus employers regarding Washington State Work Study policies and procedures; monitor prospective employer information and position descriptions; process student referrals;
• Provide support to the Assistant Director of Financial Aid in processing bi-weekly work study payroll; create work study awards; track and reconcile work study student earnings;
• Review Federal Student Loan Request Forms submitted by students to determine loan eligibility and award subsidized and unsubsidized Federal Direct Loans while adhering to all federal rules and guidelines;
• Run reports for federal loan programs to capture student loan entrance and exit counseling completion and signed master promissory notes;
• Process federal student loan originations and send notifications to students regarding pending loan disbursements;
• Provide periodic on-campus and community financial aid presentations;
• Evaluate satisfactory academic progress for aid recipients to determine continued eligibility for financial aid, both during file review and at the end of each quarter;
• Perform other program support coordination such as preparing spreadsheets, maintaining databases, contacting students and faculty, and operating office equipment;
• Provide in-depth customer service to a diverse student population; and
• Perform other duties as assigned.

Required Qualifications

• High school diploma or equivalent; and
• Two (2) years of full-time clerical experience.

OR

• Equivalent education and experience.

Preferred Qualifications:

• Associate’s degree from an institutionally accredited college or university;
• Experience working in higher education.

Skills & Abilities

Analytical Skills : Synthesize complex or diverse information; collect and research data; use intuition and experience to complement data; design work flows and procedures;

Computer Skills : Proficient in Microsoft Office Suite; operate personal computer with general understanding of application software; ability to learn office and College-specific software;

Customer Service Skills : Manage difficult or emotional customer situations; respond promptly to customer needs; solicit customer feedback to improve service; respond to requests for service and assistance; meet commitments;

Dependability : Follow instructions, respond to management direction; take responsibility for actions; keep commitments and complete tasks on time or notify appropriate person with an alternate plan;

Interpersonal Skills : Focus on solving conflict, not blaming; maintain confidentiality; listen to others without interrupting; keep emotions under control; remain open to others' ideas and try new things;

Oral Communication : Ability to speak clearly and persuasively in positive or negative situations; listen and get clarification; respond well to questions; demonstrate group presentation skills; participate in meetings;

Problem Solving Skills : Identify and resolve problems in a timely manner; gather and analyze information skillfully; develop alternative solutions; work well in group problem solving situations; use reason even when dealing with emotional topics;

Professionalism : Ability to approach others in a tactful manner; react well under pressure; treat others with respect and consideration regardless of their status or position; accept responsibility for own actions; follow through on commitments; and

Written Communication : Write clearly and informatively; edit work for spelling and grammar; vary writing style to meet needs; present numerical data effectively; able to read and interpret written information.

TERMS OF EMPLOYMENT:

This position is a full-time, overtime-eligible, represented, classified staff position. The typical work hours for this position are Monday through Thursday from 7:00 a.m. to 4:30 p.m. and Friday from 7:00 a.m. to 12:00 p.m.; however, must be available to work a flexible schedule when prior notice is given by the College. This position is available immediately.

PROCESS NOTE:

Prior to a new hire, a background check including criminal record history will be conducted. Information from the background check will not necessarily preclude employment but will be considered in determining the applicant's suitability and competence to perform in the position.

**Please note that selected interview candidates will be subject to supplemental testing that will measure skills and abilities related to this position (e.g., Communication, Problem Solving Skills, MS Office Simulation [Excel, PowerPoint, Outlook, and Word], Customer Service, etc.).

CONDITIONS OF EMPLOYMENT:

In the interest of providing a healthy, safe and secure educational and work environment and in order to meet the requirements of federal legislation, it is the policy of Columbia Basin College to maintain an alcohol and drug-free workplace for our employees and students.

If you are hired, you will need to provide proof of identity and documentation of U.S. citizenship or appropriate authorization to work in this position as required by the Immigration Reform Control Act of 1986.

Columbia Basin College operates under an approved affirmative action plan and encourages applications from persons of color, women, veterans and persons of disability. The Human Resources Office is accessible to those with disabilities. If you need accommodation in application or employment, contact the Human Resources Office at (509) 542-4740.

OTHER JOB ELEMENTS:

The physical demands and work environment characteristics described below are representative of those that must be met and may be encountered by an incumbent when performing the essential functions of the position. Reasonable accommodations may be made to enable individuals with qualified disabilities to perform the essential functions.

PHYSICAL DEMANDS:

While performing the duties of this position, the employee is frequently required to sit, stand, bend, kneel, stoop, communicate, reach and manipulate objects. The position requires mobility including having the ability to move materials on a regular basis such as files, books, office equipment, etc. and travel between buildings on campus. Manual dexterity and coordination are required to operate equipment such as computer keyboard, calculator, and standard office equipment.

WORKING CONDITIONS:

Usual office working conditions. The noise level in the work area is typical of most office environments with telephones, personal interruptions, and background noises.

UNION CLAUSE:

This is a bargaining unit position represented by the Washington Public Employees Association (WPEA). Internal promotional, transfer and voluntary demotion applicants who have skills and abilities to perform the duties of the position will be considered prior to consideration of other applicants.