Detailed Job Description
The Department of Financial Aid is seeking talented individuals to fill the position of Financial Aid Advisor. Multiple positions are anticipated.
West Valley College, though just minutes from the heart of the Silicon Valley, is in a beautiful park-like setting on 143 wooded acres. Our staff and faculty are among the most qualified in the state and our students appreciate the college for its friendly staff and supportive atmosphere.
Under direction of an assigned supervisor, perform a variety of duties related to District, State and federal financial aid and other related programs such as Veterans’ Services; analyze and evaluate documented financial need of students and package aid from several sources; advise students and parents regarding financial aid policies, procedures, eligibility and availability of financial assistance; maintain and oversee updating and output production of computer software systems and assist in preparing reports according to State and federal requirements.
Applicants who possess the knowledge, skills, and life experiences to address the cultural and educational needs of a culturally diverse student population are encouraged to apply.
100% of full time, 37.5 hours per week, 12 months per year; with an anticipated start date of April 16, 2014. Schedule may change to include some evening or weekend hours, as needed. This position is a member of the Office, Technical, & Business Services Employee Unit.
Work Location: Financial Aid Department, West Valley College, Saratoga, CA.
1. Education – A four–year degree from an accredited college or university with major course work in field related to assignment;
2. Experience – At least two years of financial aid experience, including some experience with a financial aid computer database, needs analysis, packaging and computer software systems;
3. Demonstrated ability to effectively work with persons of diverse socioeconomic, cultural, disability, and ethnic backgrounds.
IMPORTANT DEGREE INFORMATION:
- Degrees must be earned from an accredited institution.
- Candidates with foreign degrees must provide official certification of equivalency to U.S. degrees, by a certified U.S. credential review service. Simple translation of the language on foreign diplomas, transcripts, coursework, or similar will NOT suffice, thus will cause the application packet to be judged as incomplete.
- Experience working with disadvantaged persons.
Examples of Duties and Responsibilities
To perform this job successfully, an individual must be able to perform each essential duty of the position satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions required for the position.
- Analyze and evaluate the financial need of students using federal and state guidelines for Federal College Work Study, Federal Supplemental Educational Opportunity Grant, Pell Grant, Cal Grant and other financial aid programs.
- Review and evaluate required documentation and package awards in accordance with established guidelines; interpret and apply federal, State and institutional regulations to determine and certify student eligibility.
- Inform and advise students and parents regarding eligibility and responsibilities of financial aid programs; interpret and explain policies, application procedures and availability of funding from various sources.
- Use and maintain complex computer programs to analyze, process, record, retrieve and verify statistical data; operate microcomputers, computer terminal, peripheral equipment, calculator, copier and other office machines.
- Generate, verify and analyze computer reports to ensure accuracy and compliance with established requirements; reconcile financial and statistical data.
- Identify and resolve problems related to effective delivery of financial aid; coordinate activities and communication with other campus and District personnel, lenders, and State and federal agencies.
- Oversee operational aspects of assigned financial aid or related programs such as College Work Study, Stafford Loan, Cal Grant Program, scholarships, Pell Grants and others; monitor and ensure satisfactory academic progress and verification of student information as required.
- Maintain current knowledge of financial aid programs, software and eligibility requirements by attending meetings, workshops and conferences.
- Assist with special projects, file maintenance and reports as requested.
- Train and provide work direction to student workers and other personnel as assigned.
- Provide support to financial aid workshops and outreach programs with various community organizations and high schools.
- Resolve problems related to over-payments and incorrect disbursements.
- Perform related duties as assigned.
Duties related to Veterans’ Services if assigned in addition to other financial aid program responsibilities:
- Receive and review applications for veterans and dependent educational benefits under the various G.I. Bills in effect; assure that applications are complete and correctly completed; view, copy, stamp and sign marriage and birth certificates; establish eligibility of veterans and dependents according to established procedures.
- Review educational goals of each veteran in relation to current courses; verify number of units and course dates to determine amount of benefits due; sign as Certifying Official and forward to VA regional office.
- Establish and maintain veterans’ files; type memos and letters and communicate with the Veteran’s Administration regarding benefit problems and discrepancies.
- Assist and advise veterans regarding benefit eligibility, program requirements and VA regulations; monitor veteran unit load and notify VA of any changes effecting benefits within prescribed time limits; monitor total units completed by veteran and prepare correspondence to the VA as needed.
Any one position may not include all of the duties listed nor do listed examples include all tasks which may be found in positions of this class.
Knowledge and Abilities
- Student eligibility requirements for a variety of State and federal programs in area of assignment.
- Needs analysis and packaging methodology.
- Socioeconomic dynamics of low–income, historically disadvantaged groups in higher education.
- Personal and financial problems encountered by college students and parents.
- Public benefits and entitlement programs.
- Academic and vocational programs available at a community college.
- District policies and pertinent regulations.
- College and community resources available to students.
- Social services organizations.
- Interviewing and advisement techniques.
- Operation of microcomputer equipment and various software programs including financial aid, word processing, database management and spreadsheet computer applications software.
- Oral and written communication skills.
- Interpersonal skills including tact, patience and diplomacy.
- Modern office practices, procedures and equipment.
- Record keeping techniques.
- Read and interpret financial statements, income tax reports and related documents.
- Advise students and parents regarding financial aid application procedures, eligibility requirements and responsibilities of recipients.
- Analyze required documentation and determine eligibility for a variety of District, State and federal grants and Veterans’ services, loans and other financial assistance.
- Perform needs analysis and package awards according to program eligibility requirements.
- Review and assess student academic progress to ensure compliance with program requirements.
- Perform arithmetic calculations and reconcile financial data.
- Plan, organize, coordinate and implement program activities.
- Work independently with minimal supervision.
- Establish and maintain effective and cooperative working relationships with others.
- Prepare and maintain statistical records, reports, databases, file logs and lists using microcomputers and peripheral equipment.
- Prioritize work to meet stringent schedules and timelines.
- Communicate effectively both orally and in writing.
- Serve as an advocate for the needs of program participants.
- Train and provide work direction to student assistants and others as assigned.
- Operate office equipment such as microcomputer, computer terminal, printer, calculator, copier and facsimile machine.
- Use financial aid, word processing, spreadsheet and data base management computer software effectively.
- Relate effectively to people of varied academic, cultural and socioeconomic background using tact, diplomacy and courtesy.
- Maintain confidentiality of sensitive information.
Salary and Benefits
- Anticipated Hiring Range: $3,630–$3,951 (monthly) with a maximum earnable monthly, excluding longevity and educational growth, of $4,762.
- Employer-contributed medical, dental and vision for employee and dependents, to include domestic partner.
- Employer-paid long term disability for employee.
- Voluntary life insurance.
- 13 paid holidays, plus 1 floating holiday annually; paid non-workdays between Christmas and New Year.
- Up to 22 days vacation leave accrued annually.
- 12 days sick leave accrued annually.
- Personal necessity leave and personal business leave.
- Educational growth incentive program from $35 to $175 monthly.
- $500 longevity award annually after 15 years of service and $1,000 longevity award annually after 20 years of service.
- CalPERS retirement.
- Position is union affiliated with required dues.
West Valley-Mission Community College District is an Equal Opportunity Employer
- To be considered an applicant for a position at West Valley-Mission Community College District, all materials requested in the job announcement must be received no later than the deadline. Incomplete and/or late applications will not receive committee consideration.
- If transcripts are required, include copies of ALL college transcripts with your application to verify all degrees earned and college coursework taken. Certified copies are only required at time of hire.
- Copies of diplomas, grade reports, graduation petitions, transcript evaluations requests, or similar documents WILL NOT be accepted in lieu of transcripts.
- Foreign transcripts and degrees require official certification of equivalency to U.S. transcripts and degrees by a certified U.S. review service at the time of application.
- DO NOT SEND unrequested materials. Unrequested materials will not be used for consideration of employment.
- The employment application and supporting documents represent you; it is to your advantage to fill out the application form carefully and completely.