Graduate Financial Aid Systems & Compliance Specialist

Chapman University
California, United States
Salary Not Specified
Posted Date
Aug 19, 2022

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Position Type
Administrative, Business & Administrative Affairs, Financial Affairs, Student Affairs, Financial Aid
Employment Type
Full Time
Posting Details

Position Information

Position Title

Graduate Financial Aid Systems & Compliance Specialist

Position Type


Job Number


Full or Part Time

Full Time

Employee Status


Posting Date


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 Functionality.


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
  • 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 up.
  • 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 assistance.
  • Maintain professional currency through active participation and leadership in associations and committees both internal and external to the university
Serve as lead, to ensure compliance with Federal, State, and campus policies.
  • Closely monitor information and documentation in applicants’ file to ensure policies, procedures, and government regulations are observed.
  • 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 Management.
  • 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 department.
  • 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 objectives.
Represent Financial Aid Office in various functions that are approved by the Director
  • Coordinate the design and delivery of programs and services with other university offices. Establish and maintain ongoing communications with university counterparts to ensure integrated efforts.
  • Serve on Satisfactory Academic Progress Appeal Committee.
  • Act as an ambassador of the university both on and off campus.
  • 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.
Required Qualifications
  • 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 regulations.
  • 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 students.
  • Knowledge of the components of teamwork, and ability to utilize those components in the office.
  • Demonstrate ability to learn and utilize computer software system PeopleSoft.
  • Knowledge of arithmetic computations including addition, subtraction, multiplication, division, fractions, and percentages.
  • Writing skills to enable clear, concise correspondence using proper English.
  • 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 into job.
  • 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.
Desired Qualifications
  • 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.
Special Instructions to Applicants

Minimum Number of References

Maximum Number of References

Pre-screening Questions

Required fields are indicated with an asterisk (*).

Applicant Documents
Required Documents
  1. Resume
  2. Cover Letter
Optional Documents

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