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Financial Aid Specialist

Southwestern Community College District
California, United States
Salary Not specified
Posted Date
Sep 15, 2022

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Position Type
Administrative, Student Affairs, Financial Aid
Employment Level
Employment Type
Full Time
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Financial Aid Specialist

Southwestern Community College District

Work Site: 900 Otay Lakes Road, Chula Vista, CA 91910

Department: Financial Aid

District Values
Incumbents in District positions are expected to exhibit an equity-minded focus, responsiveness, and sensitivity to and understanding of the diverse academic, socioeconomic, cultural, gender identity, sexual orientation, and ethnic backgrounds of community college students, and employees, including those with physical or learning disabilities, and successfully foster and support an inclusive educational and employment environment.

Under the direction of the Director of Financial Aid, provide specialized assistance and information to applicants regarding the Financial Aid program; prepare and review needs analysis and packaging of Financial Aid applications; coordinate the activities of the programs and make award decisions.
REPRESENTATIVE DUTIES: The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.
  1. Prepare needs analysis and package of financial aid applicants; interpret and apply government and campus policies to determine appropriate award allocation for each applicant; establish student budgets and determine program eligibility; ensure compliance with state and Federal guidelines.
  2. Assist in the coordination of assigned state and Federal financial aid programs; monitor and request annual funding for assigned program to assure adequate funds are available for projected student awards; coordinate disbursement of funds with fiscal services staff to accurately disburse aid to eligible students in a timely fashion.
  3. Advise and counsel student applicants and recipients in all phases of financial aid; interview students and assess individual academic, financial and personal situations; determine impact of needs analysis; explain program regulations, requirements, and institutional policies; assure accuracy and completeness of applications.
  4. Reconcile financial aid overpayments; research, compile and generate necessary data and required documentation and reports; determine amount owed by student; assist in implementing collection procedures and practices; explain overpayments, causes and ramifications and provide assistance for resolutions.
  5. Import and export student data to state program agencies; upload and download awards, grade point averages and other data as required; generate required reports.
  6. Participate in various college wide outreach functions; provide technical expertise to other personnel, faculty, students and the public regarding financial aid processes; coordinate activities with other related on-campus student services; refer students to social service agencies and other community resources as appropriate.
  7. Maintain external contacts with government agencies and other community colleges for the purpose of coordinating, obtaining and verifying information.
  8. Maintain current knowledge of complex regulations and requirements for assigned financial aid and student loan programs; attend and conduct various meetings; participate in on- and off-campus workshops.
  9. Perform related duties and responsibilities as required.

Knowledge and Abilities:
  • Federal and state Student Financial Assistance programs including policies, rules and regulations.
  • Interviewing and advising techniques.
  • Recruitment techniques and methods.
  • Public speaking methods.
  • Financial and income tax statements.
  • Principles and practices of record keeping.
  • Methods and techniques of comprehensive and technical report preparation.
  • Office procedures, methods and equipment including computers and applicable software applications such as word processing, spreadsheets and databases.
  • Oral and written communications skills.
  • Interpersonal skills using tact, patience and courtesy.

  • Advise, counsel and interview students from diverse ethnic and socio-economic backgrounds.
  • Analyze situations accurately and adopt an effective course of action.
  • Operate office equipment including computers and supporting word processing, spreadsheet and database applications.
  • Understand and follow oral and written directions.
  • Plan and organize work.
  • Meet schedules and timelines.
  • Work independently with little direction.
  • Work effectively with frequent interruptions.
  • Work with and exhibit sensitivity to and understanding of the diverse racial, ethnic, disabled, sexual orientation, and cultural populations of community college students.
  • Communicate clearly and concisely, both orally and in writing.
  • Establish and maintain effective working relationships with those contacted in the course of work.

Education and Experience:
Any combination equivalent to: two years of college with major coursework in education, counseling or a related field.ANDTwo (2) years of increasingly responsible experience in a student services or related program.

Minimum Qualifications: (Faculty and Academic Administrator Positions Only)

Desirable Qualifications:

Range 24, Steps 1-7, $4,862.54-$6,152.11. Initial placement for external applicants is Step 1. An excellent benefits package which includes medical, vision, dental, retirement, vacation, generous sick leave package, and life insurance is available for the employee and eligible dependents.

Start Date

As soon as the successful candidate is identified and following the subsequent governing board approval.

Screening Deadline
All application materials must be received on-line at Position is open until filled. Applications received by the first screening deadline of 11:59 p.m. on Friday, September 30, 2022are guaranteed to be reviewed by the selection committee. Any application received after the deadline is not guaranteed a review.

Work Schedule:
Monday-Friday: 8:00 a.m.-5:00 p.m. (Approximately). Work schedule may be adjusted to meet the needs of the department.Successful candidate may be assigned to any of the campus sites (Chula Vista, National City, Otay Mesa, and/or San Ysidro).

Additional Information:
We regret we are unable to accept faxed, e-mailed, mailed, or hand delivered application materials. Only complete application materials submitted through SWC online system will be accepted. To complete and submit your application for this position, please visit our online employment website at All required information must be submitted online before the review date and time indicated on the job posting.

A confirmation number will be assigned if your application packet has been successfully submitted. Assistance with the online application process is available through the Human Resources Office at 900 Otay Lakes Road, Chula Vista, CA 91910; telephone: (619) 482-6395 or e-mail to

It is the sole responsibility of the applicant to ensure that all application materials are received by the review deadline date. A separate, complete application packet is required for each position for which you are applying for. All materials included in your application packet become District property, will not be returned, will not be copied, and will be considered for this opening only.

Candidates selected for employment with Southwestern Community College District must be fingerprinted by an electronic fingerprinting service (i.e. LiveScan) within 10 days of employment; provide clearance of tuberculosis (dated within the past 4 years and renewed every four years as a condition of continued employment) within 60 days of employment; provide proof of eligibility to work in the United States.

In addition to the above, for Faculty/Administrator positions (only), successful candidate must submit official (sealed) college transcripts confirming date degree conferred and/or a valid CA Community College Credential.

Reasonable accommodations will be provided to candidates with verified disabilities. Accommodation requests should be made at the time the interview appointment is scheduled.

As an Equal Opportunity Employer and in compliance with the Americans with Disabilities Act, Southwestern Community College District will make reasonable accommodations for individuals with disabilities.

The Southwestern Community College District shall not discriminate against any person in employment or in any program affiliated with the District on the basis of age, ancestry, color, ethnic group identification, national origin, religion, race, sex, sexual orientation, physical or mental disability, veteran status, or on the basis of these perceived characteristics, or based on association with a person or group with one or more of these actual or perceived characteristics.

Notice of Availability of the Annual Security Report - Southwestern College is committed to assisting all members of the community in providing for their own safety and security. The Annual Security Report is available on the SWCPD website at">

If you would like to receive a hard copy of the Annual Security Report, which contains this information, you can stop by the SWC College Police Department or you can request that a copy be mailed to you by calling (619) 482-6390.

The report contains information regarding campus security and personal safety including topics such as: crime prevention; public safety authority; crime reporting policies; programs to prevent dating violence, domestic violence, sexual assault, and stalking; the procedures the College will follow when one of these crimes is reported; and other matters of importance related to security on campus. The report also contains information about crime statistics for the three most recent calendar years concerning reported crimes that occurred on campus; in certain off-campus buildings or property owned or controlled by the College or a recognized student organization; and on public property within, or immediately adjacent to and accessible from the campus.

This information is required by law and is provided by the SWC College Police Department.

Drug and Alcohol Abuse Prevention Plan (DAAPP) - More information about the DAAPP, including the Drug Free Environment and Drug Prevention Program Policy and Procedure and Biennial report can be found in the Health and Safety Section of the campus Consumer Information page (

To apply, visit:

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