Financial Aid Business Analyst & State Aid Coordinator

Salary and Benefits

PLEASE NOTE: The starting salary placement depends on qualifications and experience and is anticipated to be in the range of $4,598.00 per month to $5,600.00 per month.

Cal State East Bay offers a broad range of benefits that includes medical, dental, vision, retirement (CalPERS), 401k, 457, 403(b), dependent and health care reimbursement accounts, life insurance, vacation and sick, 14 paid holidays, one personal holiday and tuition fee waiver.

For more information on the benefits program, please visit our benefits website. The CSU Total Compensation Calculator demonstrates the significance of our benefits package.

This position may be eligible to participate in the Cal State East Bay hybrid telecommute program subject to management approval.

Classification

Administrative Analyst/Specialist, Exempt I

About Cal State East Bay

Cal State East Bay's beautiful main campus is located in the Hayward hills with panoramic views of the San Francisco Bay shoreline. Situated above the city of Hayward, the campus offers an ideal setting for teaching and learning and yet easy access to the many cities along the bay. The University has a satellite campus in Concord, a professional development center in Oakland and a significant presence online. Founded in 1957, Cal State East Bay is one of 23 universities of the California State University system (CSU). Cal State East Bay is recognized as a regionally engaged and globally oriented university with a strong commitment to academic innovation, student success, engaged and service learning, diversity, and sustainability.

About the Position

Under the general supervision of the Associate Director of Financial Aid Operations, the Financial Aid Business Analyst & State Aid Coordinator is responsible for providing overall support for the PeopleSoft Financial Aid Module. This position works to increase productivity through improving automated practices and boosting system efficiency. This role serves as a lead within the Financial Aid Office to ensure consistent and accurate use of system functionalities. Additionally, this position provides ongoing assessment of complex issues and works to improve functionality of the Financial Aid Office. The Financial Aid Business Analyst & State Aid Coordinator is responsible for reviewing, developing, and providing technical support for business operations and is responsible for administration and reconciliation of all State Grants including but not limited to: Cal Grant, Chaffee Grant, CA National Guard Grant, Child Development Grant, Middle Class Scholarship, and other State Grants as available. As the resident expert of State Aid Administration, this role serves as the subject matter expert of State Aid and will be the primary adviser and communications coordinator to all recipients of financial aid from the California Student Aid Commission. The Coordinator maintains policy documentation and institutional reporting to ensure institutional compliance, and will review eligibility, advise in awarding of allocated funds, and advise internal and external stakeholders of requirements.

Responsibilities

Records Management, System Support and Maintenance:

• Utilize the PeopleSoft System to generate export files for the Federal Pell Grant and Federal Direct Loan programs.
• Import Federal ISIR Data, Federal Pell Grant, and Federal Direct Loan files into the PeopleSoft System on a daily basis.
• Import Federal ISIR Data into the Campuslogic platform.
• Serve as backup support for Cal ISIR loading into both the PeopleSoft and Campuslogic system.
• Send and receive files to/from the US Department of Education’s Common Origination and Disbursement (COD) system and the California Student Aid Commission’s (CSAC) Webgrants.
• Resolve COD origination and disbursement errors for the Federal Pell Grant and Direct Loan programs.
• Manage students' to-do list tasks within the Campuslogic platform, which includes mass assigning documents to student financial aid records.
• Collaborate with Information Technology Staff to monitor documents imports from the Campuslogic platform into the OnBase document imaging system.
• Upload copies of the federal and Cal Grant record files data to the Chancellor’s Office via SSH Secure File Transfer.
• Help the Assistant Director of Financial Aid Operations to set funding budget limits within the PeopleSoft system.
• Assist in accurately configuring and maintaining run controls for Financial Aid manual processes and batch automated jobs for the weekly production schedule.
• Participate in formulating and defining functional and technical project requirements, scope, and objectives.
• Make system recommendations, participate in setting system priorities, and project planning.
• Help create user manuals and train users on the usage of applications.
• Troubleshoot and respond to issues reported by internal staff.
• Partner with the Assistant Director of Financial Aid Operations to analyze future software patches and vendor/CSU modifications for impacts on the installed system.
• Collaborate with Associate Director of Financial Aid to ensure all PeopleSoft processes, queries, and programs run on schedule, troubleshoot issues, and support workflows.
• Ensure ongoing configuration maintenance of the Financial Aid PeopleSoft module.
• Participate in conference calls with CSU user groups and attend meetings, as needed.
• Act as the primary tester for any new modifications or reports to the Financial Aid Module.
• Attend PeopleSoft trainings and seek out system support resources.
• Help ensure all processes and procedures related to PeopleSoft are well documented.
• Serve as liaison to the PeopleSoft project group for upgrades and other ongoing activities.
• Generate and maintain department communication letter templates for the 3 C's Module.
• Help develop and maintain reports required for daily financial aid processing or ad-hoc reporting needs of the department.

Financial Aid Disbursement Processing and Maintain Automated Processes within PS and Assist with Data Reporting:

• Run processes to repackage financial aid awards to reflect student enrollment at the time of disbursement.
• Help develop and monitor job schedules utilized to process financial aid disbursements on a bi-weekly basis.
• Coordinate with the Student Financials Office to maintain workflows created to identify financial aid refunds that require review before disbursement to the student.
• Analyze data integrity, as well as, perform reconciliation of disbursement activity against federal and state funds.
• Run a monthly process to update earned Federal Work-Study totals within PeopleSoft.
• Run routine processes in PeopleSoft (e.g. Satisfactory Academic Progress and communication batches).
• Develop and maintain automated packaging and repackaging plans.
• Ensure system and student record alignment between Campuslogic and PeopleSoft utilizing the 3 C’s Engine.
• Assist with year-end close out activities which involve running year-end reports.
• Help develop reports and queries, and maintenance of dashboards for functional staff.
• Perform annual FADB reporting.
• Help develop queries and reporting tools to support FISAP data reporting.
• Maintain monthly reconciliation queries for the Federal Pell and Federal Direct Loan programs using the monthly SAS report.
• Provide data analytics for annual IPEDs reporting.
• Prepare financial data reports and/or analysis for internal department constituents.

Support Workflow Processes and Troubleshoot Data Discrepancies:

• Research, analyze, and document business requirements for projects.
• Identify, formulate, and define new and ongoing project requirements.
• Collaborate with third party vendors with deploying new technologies.
• Responsible for the development and utilization of data analytics for ongoing assessment of department performance.
• Assist with processing and resolution of data discrepancies.
• Support staff with troubleshooting financial aid functional areas.
• Run standard weekly reports for functional staff.

State Aid Coordination:

• Work collaboratively with alt units within Financial Aid, the Student Fiscal Services Office, the Enrollment Management leadership team and the California Student Aid Commission and be the subject matter expert in State Aid.
• Administer the delivery of state aid funds to students.
• Oversee the State Aid portfolio and be the primary point of contact in State Aid administration.
• Award, Middle Class Scholarship, and other state grant programs as available and communicate eligibility and requirements to student recipients.
• Input data as required for eligibility determination for CA Chaffee Grant Program and communicates eligibility and requirements to recipients.
• Administer in Grant AB840 E2 Verification Audit Process and contacts students to encourage timely submission of necessary documentation.
• Work with Colleges and Departments to administer Golden State and Work Study programs administered by CSAC to ensure proper counseling and student services.

Other Duties:

• Interact with various members of campus including Admissions, Records, Student Financials and Information Technology.
• Attend conferences and trainings held by HEUG/Alliance (Oracle), CSAC, Federal Student Aid (FSA), National Association of Student Financial Aid Administrators (NASFAA) and California Association of Student Financial Aid Administrators (CASFAA); and other job related organizations.
• Perform other duties as assigned by management.

Minimum Qualifications

• A Bachelor's degree and/or equivalent training and administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs.
• Requires general knowledge and skills in the applicable administrative and/or program field with a foundational knowledge of public administration principles, practices, and methods.

Required Qualifications

• PeopleSoft experience
• Excellent organization skills
• Ability to work independently, make judgment, decisions and commitments within a team environment
• Excellent facilitation skills
• Ability to influence and gain support of a decision while collaborating with a decentralized customer base
• Excellent oral and written communication sill
• Excellent presentation skills
• Strong analytical skills and ability to understand and troubleshoot recruiting and admissions

Condition(s) of Employment

Satisfactory completion of a background check (including LiveScan, as appropriate), that may include, but is not limited to: criminal records check, verification of academic credentials, licenses, certificates, credit history, professional references and/or verification of work history is required for employment. Cal State East Bay will issue a conditional 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. Unsatisfactory results may also affect the continued employment of current Cal State East Bay employees who were conditionally offered the position.

All background checks are conducted through the university's third party vendor, Accurate. LiveScan is conducted through the University Police Department.

EEO Statement

As an Equal Opportunity Employer, Cal State East Bay does not discriminate on the basis of any protected categories: age, ancestry, citizenship, color, disability, gender, immigration status, marital status, national origin, race, religion, sexual orientation, or veteran's status. The University is committed to the principles of diversity in employment and to creating a stimulating learning environment for its diverse student body.

Other Information

All California State University campuses, including Cal State East Bay, are smoke and tobacco-free. For more information, please visit our website here.

In compliance with state and federal crime awareness and campus security legislation, including The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, the Cal State East Bay Annual Campus Security Report is available here.

Sponsorship

Cal State East Bay is not a sponsoring agency for Staff or Management positions and we are not an E-Verify employer.

Mandated Reporter

The incumbent in this position may be considered a mandated reporter under the California Child Abuse and Neglect Reporting Act and will be required to comply with requirements set forth in the CSU Executive Order 1083 as a condition of employment.

Advertised: December 04, 2024 (9:00 AM) Pacific Standard Time
Applications close: April 04, 2025 (11:55 PM) Pacific Daylight Time