Graduate Financial Aid Systems & Compliance Specialist
Full or Part Time
Position Summary Information
Job Description Summary
Serve as financial aid systems specialist and compliance
specialist. Administer and prioritize daily workflow of financial
aid activities including but not limited to awarding, systems set
up, queries and troubleshooting. Proactively evaluate internal
practices, procedures and policies and recommend changes or
enhancements based on current and proposed regulations as they
relate to financial aid.
Perform quality assurance processes to ensure accuracy. Update and
maintain the Policy and Procedure Manual. Build, implement and
maintain new functionality available by Peoplesoft to enhance
student financial aid processes and serve as a resource for other
staff members implementing new functionality within Campus
Solutions. Assist the Associate Director of Graduate Financial Aid
in maintaining and managing the daily overall Peoplesoft
Serve as Systems Specialist & identify new functionality
available in Peoplesoft which can be used to enhance financial aid
processing and serve as a resource for other staff members when
implementing new features
Serve as lead, to ensure compliance with Federal, State, and
- Package assistance in accordance with Chapman University’s
enrollment and revenue management system including but not limited
to mass packaging and repackaging.
- Explore improvements to the business processes through use of
Peoplesoft functions throughout the year and during annual set
- Assist with creating, promoting, and implementing the use of
new features which will improve the overall efficiency and
effectiveness of system functionality.
- Design and implement electronic Peoplesoft queries to ensure
accuracy of date and efficient financial aid processing.
- Create and maintain offer letters using BI Publisher, SQL,
pivot tables in conjunction with PeopleSoft report definitions,
data sources and queries.
- Create, maintain, and administer Query Based Update ( QBU ) to
expedite financial aid processes.
- Create and administer electronic notifications through
PeopleSoft’s 3C engine and Communication Generation.
- Utilizing computer applications to determine student
eligibility for federal, state, university, and donor provided
- Maintain professional currency through active participation and
leadership in associations and committees both internal and
external to the university
Represent Financial Aid Office in various functions that are
approved by the Director
- Closely monitor information and documentation in applicants’
file to ensure policies, procedures, and government regulations are
- Make the Director aware of any issues that may compromise
compliance with laws, regulations, and policies. Should such issue
remain unresolved, inform the Vice President and Dean of Enrollment
- Inform faculty, staff, financial aid office colleagues, and all
other interested parties of laws, policies, and procedures relative
to financial aid.
- Utilize software from the US Department of Education and Title
IV lenders to obtain loan applicant information, report payments,
correct applicant data, and acquire information from the
- Update and maintain the Policy and Procedure Manual
- Assist with all federal and institutional audits to ensure
accurate Title IV Financial Aid compliance
- Participate in planning and support financial aid module
- Coordinate the design and delivery of programs and services
with other university offices. Establish and maintain ongoing
communications with university counterparts to ensure integrated
- Serve on Satisfactory Academic Progress Appeal Committee.
- Act as an ambassador of the university both on and off
- Protect the assets of Chapman University. Represent the
Financial Aid Office and Chapman University in a positive manner
and take ownership of any concerns by resolving them in a favorable
manner and improving work.
- Perform other duties as assigned or requested.
- Bachelor’s Degree
- At least two years of experience in the Financial Aid field and
comprehensive knowledge of federal and state financial aid laws and
- Ability to lead and motivate others.
- Ability to communicate clearly and accurately complex
procedures and eligibility rules to Chapman community.
- Knowledge of federal, state, and university laws, regulations,
policies, and procedures, and ability to utilize said knowledge
into effective, efficient, and compliant financial aid awards to
- Knowledge of the components of teamwork, and ability to utilize
those components in the office.
- Demonstrate ability to learn and utilize computer software
- Knowledge of arithmetic computations including addition,
subtraction, multiplication, division, fractions, and
- Writing skills to enable clear, concise correspondence using
- Ability to incorporate complex rules into job performance.
- Sound interpersonal skills to relate sympathetically with
others yet with sufficient detachment to communicate understanding
of rules, procedures, and policy.
- Ability to organize tasks and prioritize duties when faced with
interruptions, distractions, and fluctuating workload.
- Ability to incorporate changing rules, procedures, and policy
- Ability to use standard office equipment: telephone, copier,
fax, PC, computer printers, etc.
- Ability to analyze effectiveness of university financial aid
policy and procedure and make recommendations for improvement.
Special Instructions to Applicants
Minimum Number of References
Maximum Number of References
- Thorough understanding of need analysis, student budgets, and
Federal financial aid packaging and regulations
- Knowledge of university policy and procedures as they relate to
effective performance of this position.
Required fields are indicated with an asterisk (*).
- Cover Letter