Financial Aid Advisor

Payroll Title: FINANCIAL AID OFCR 2

Job Code: 004526

Job Open Date: 12/20/24

Application Review Begins: 1/13/25

Department Code (Name): Office of Financial Aid & Scholarships (FINC)

Percentage of Time: 100

Union Code (Name): 99

Employee Class (Appointment Type): Staff: Career

FLSA Status: Non-Exempt

Classified Indicator Description (Personnel Program): PSS

Salary Grade: Grade 19

Pay Rate/Range: The budgeted salary range that the University reasonably expects to pay for this position is $28.07 - $33.10/hr.

The full salary range for this position is $28.07 - $48.28/hr. Salary offers are determined based on final candidate qualifications and experience; the budget for the position; and the application of fair, equitable, and consistent pay practices at the University.

Work Location: 1101 SAASB

Working Days and Hours: Monday - Friday, 8 AM - 5 PM

Benefits Eligibility: Full Benefits

Type of Remote or Hybrid Work Arrangement, if applicable: Hybrid work arrangement available after completing the probation period.

Special Instructions:

For full consideration, please include a resume and a cover letter as part of your application.

Department Marketing Statement:

The Office of Financial Aid and Scholarships plays an integral role in assisting UCSB students achieve their higher educational goals. Our office oversees and disburses approximately $400 million in student aid to over 16,000 students annually at UCSB. We work closely together in a fast-paced, detail-oriented environment, dedicated to supporting the mission of our Office and the University. OFAS Mission Statement: The University of California, Santa Barbara Office of Financial Aid and Scholarships provides students with the financial resources and related services necessary to achieve their educational goals. We are committed to providing accurate, user-friendly, responsive, and respectful service to students and their families. We administer federal, state, and university aid and scholarship programs in accordance with applicable policies and regulations while striving to be an innovative and service-minded department.

Benefits of Belonging

Working at UC means being part of this vibrant institution that shines a light on what is possible. People make UC great, and UC recognizes your contributions by making this a great place to work. Excellent retirement and health are just one of the rewards. Learn more about the benefits of working at UC and why You Belong at UC.

Brief Summary of Job Duties:

Under the direction of the Assistant Director, serves as coordinator of a major aid program. Performs tasks at the operational level in all areas of financial aid administration including need analysis, packaging, and revisions to aid packages. Exercises professional judgment to make necessary adjustments when standard need analysis methodology is inappropriate. Advises students and parents regarding the application process, available aid, and alternative financing. Conducts workshops and gives presentations to various campus organizations.

Required Qualifications:

Bachelor's degree in related area and / or equivalent experience / training

Proven adaptability and ability to work efficiently with multiple deadlines and schedules.

Preferred Qualifications:

Financial Aid administrative experience

Basic knowledge of federal programs and application process

Special Conditions of Employment:

• Satisfactory criminal history background check
• Limited vacation approvals during the months of September/October.
• UCSB is a Tobacco-Free environment

Misconduct Disclosure Requirement:

As a condition of employment, the final candidate who accepts a conditional offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; received notice of any allegation or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer.

"Misconduct" means any violation of the policies or laws governing conduct at the applicant's previous place of employment, including, but not limited to, violations of policies or laws prohibiting sexual harassment, sexual assault, or other forms of harassment, discrimination, dishonesty, or unethical conduct, as defined by the employer. For reference, below are UC's policies addressing some forms of misconduct:

UC Sexual Violence and Sexual Harassment Policy
UC Anti-Discrimination Policy
Abusive Conduct in the Workplace

Job Functions and Percentages of Time:

25% Program Coordination

Program Responsibility: Coordinates and administers one or more financial aid programs. a. Interprets requirements, policies, and procedures as they relate to UCSB's financial aid operations. Insures that UCSB is in compliance with all program policies. As needed, develops new methods, procedures, and policy proposals that insure adherence to federal and state regulations as well as improve departmental student services. b. Analyzes and resolves all problems related to the program. Serves as the main resource person to the systems programmers for developing specifications and testing related software. Serves as a campus resource on questions related to the program(s). c. If applicable, works with the compliance officer and applicable external offices to insure reconciliation of all payment and reporting activity. d. As needed, prepares analytical reports. Keeps the manager informed of all programmatic changes and proposed changes. Prepares and presents program updates to staff at weekly meetings and at ad hoc training workshops.

20% Appeal Processing

Appeals Processing: Regularly exercises professional judgment in the following tasks: a. Responsible for reviewing and making a decision on all appeals (dependency overrides, on-time status, satisfactory academic progress, and budget increases) submitted by students. In this capacity, is responsible for an alpha-string that averages 2500 students. b. Independently reviews students' and parents' unique circumstances, analyzes documentation submitted in support of the unique circumstances, and, as appropriate, makes adjustments to federal need analysis methodology and students' awards. These adjustments occasionally override standard office policy.

30% Advising

Advises students, parents, campus staff, and the general public in all areas of financial aid administration. a. Explains the application process, the rationale behind federal need analysis, program regulations, aid eligibility criteria, university award policies, aid distribution procedures, and budgeting and money management. b. Performs the more difficult and sensitive counseling and advising which generally involves a higher degree of problem solving. This includes not only exploring personal situations, but also resolving procedural difficulties associated with financial aid and other federal, state, and university offices' procedures. c. Uses a broad range of knowledge of other departments' (Billing Office, Registrar, the Graduate Division, Housing, and the various Colleges) and federal, state, and private agencies policies and has constant interaction with the staff from these offices.

20% Need Analysis

Performs tasks at the operational level associated with the administration of student financial aid. a. Independently applies all elements of need analysis and award packaging to individual aid applications and the supporting verification documentation (federal tax returns, INS documents, Selective Service verifications, citizenship documents, etc.). Adheres to federal and state policies, procedures, and guidelines as well as those of the university and campus aid programs. b. When warranted, manually determines aid eligibility and authorizes original or revised aid packaged. c. Analyzes and solves problem situations in those instances when the standard need analysis model is not applicable. Serves as a resource person in assisting lower level staff solve complicated, problematic cases.

5% Workshops/Committees

Conducts workshops for student groups, campus departments, and for organizations outside of the University. Participates on ad hoc committees that review current departmental policies and procedures and recommend changes to management. May be assigned as chairperson of a committee. Actively participates in various weekly staff meetings by providing feedback and making recommendations for improved office procedures.

UC Vaccination Programs Policy

As a condition of employment, you will be required to comply with the University of California Policy on Vaccination Programs.

As a condition of Physical Presence at a Location or in a University Program, all Covered Individuals* must participate in any applicable Vaccination Program by providing proof that they are Up-to-Date with any required Vaccines or submitting a request for Exception in a Mandate Program or properly declining vaccination in an Opt-Out Program no later than the Compliance Date (Capitalized terms in this paragraph are defined in the policy.). Federal, state, or local public health directives may impose additional requirements.

For more information:

UC Santa Barbara COVID-19 Information

University of California Policy on Vaccinations

* Covered Individuals: A Covered Individual includes anyone designated as Personnel or Students under this Policy who physically access a University Facility or Program in connection with their employment, appointment, or education/training. A person accessing a Healthcare Location as a patient, or an art, athletics, entertainment, or other publicly accessible venue at a Location as a member of the public, is not a Covered Individual.

Equal Opportunity/Affirmative Action Statement
UC Santa Barbara is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age or protected veteran status.

For more information:

University of California's Affirmative Action Policy

University of California's Anti-Discrimination Policy

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Privacy Notification Statement and Notice of Availability of the UCSB Annual Security & Fire Safety Report Disclosures

Application Status

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