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Financial Aid Technician

Apply now Job no: 498575
Work type: Staff
Location: San José
Categories: Unit 4 - APC - Academic Professionals of California, Student Services, Probationary, Full Time


Job Summary

Reporting to the Associate Director of Financial Aid Operations and Technology, the Financial Aid Technician works independently in the Financial Aid and Scholarship Office to provide a variety of coordinating and advising services in support of Financial Aid Counseling. The Financial Aid Technician performs functions related to the functional and technical operations of the Financial Aid Office, the Financial Aid application processes and awarding cycles, as well as student and parent counseling.


Key Responsibilities

  • Maintains knowledge of financial aid programs, including Pell, Federal, FWS, and Cal Grant. 
  • Keeps current and interprets federal, scholarship eligibility criteria and office practices.
  • Explains the applicant process award cycle and answers questions related to Financial Aid and Scholarship award process at San Jose State University and communicates to students and parents.           
  • Assists students at the front counter answering questions during drop-in hour and provides phone coverage. 
  • Responsible for explaining to students and parents the various documents that may be requested for the application process, including verification forms, tax returns, etc.         
  • Works on assigned Financial Aid caseload for grant, loan award, and student academic progress using professional judgment.
  • Attends conferences and seminars regarding financial aid eligibility criteria and processes. 
  • Makes on and off campus presentations and represents San Jose State University at informational fairs and forums.
  • Serves as a member of the Counseling and Advisor Component reporting to the Assistant Director of Operations and Customer Service. Participates in office, divisional, departmental and team meetings regarding changes in policy and process as it relates to the FASO.
  • Serves as a member of the Financial Aid Technical Team, by ensuring that departmental computing and reporting needs are met on a timely and accurate basis.
  • Runs established computing processes and consults with the campus Financial Aid Technical Team.
  • Downloads Institutional Student Information Report records from Central Processing System (CPS) and uploads into PeopleSoft on a weekly basis.  Sends correction records (ISIR) to CPS to make data changes.
  • Researches and actively remains current on frequent and intricate modifications to federal and state regulatory requirements.  Monitors wide range of sources, including Chancellor’s Office, federal and state website, and publications. 
  • Apprises Management Team of required modifications to maintain federal and state compliance.
  • Works with Assistant Director to develop and maintain Financial Aid website and updates information on a regular basis with current and timely information.
  • Reconciles and reports Pell Grant payments to the Department of Education within the required timeframe to maintain compliance with federal regulations. 
  • Monitors payment issues with other institutions to reduce overpayments.
  • Works with Analyst to mass award the awards for the Middle Class Scholarship
  • Works with Associate Director to coordinate manual awarding for the Middle Class Scholarship
  • Reconciles the Middle Class Scholarship program monthly and yearly


Knowledge, Skills & Abilities

  • Knowledge of financial aid and reconciliation requirements for federal and state.
  • Ability to interpret and evaluate descriptions and explanations of problems brought forward by individuals, colleges and students, analyze and define the problem, draw valid conclusions, and project consequences of various alternative courses of action.
  • Knowledge of software applications such as word processing, spreadsheet, database management, and query tools. 
  • Knowledge of automated student financial aid systems and database management. Ability to learn PeopleSoft Financials and Student Administration.
  • Ability to analyze complex situations accurately and adopt effective courses of action.
  • General knowledge of programming logic, design methods, report writing processes.
  • Ability to understand the academic year and processing cycles that effect the workflow of the Financial Aid and Scholarships Unit and Enrollment Services.
  • Ability to perform accurately in a detail-oriented environment, handle multiple work priorities, and organize and plan work and projects.
  • Ability to quickly learn CSU policies and procedures, Student Financial Aid Programs and procedures, and ability to apply that knowledge to individual situations. Ability to interpret and explain policies to various staff members and students.
  • Knowledge of individual counseling techniques, and working knowledge of student services programs to which immediately assigned.
  • Ability to advise students individually and in groups on FASO matters; ability to determine appropriate courses of action and proper techniques to utilize while engaged with individuals in personal interactions of an argumentative or sensitive nature.
  • Ability to compose and appropriately format correspondence and reports.
  • Ability to design and conduct workshops, and make presentations. Ability to train and direct staff on projects.
  • Ability to maintain confidentiality and appropriately handle sensitive communications with employees and external agencies.
  • Strong oral and written communication skills. 
  • Excellent customer service and public relations skills.


Required Qualifications

  • Equivalent to graduation from a four-year college or university in a related field plus upper division or graduate coursework in counseling techniques, interviewing and conflict resolution where such are job related
  • Four years of progressively responsible professional student services work experience which includes experience in advising students individually and in groups, and in analysis and resolution of complex student services problems. A master’s degree in Counseling, Clinical Psychology, Social Work or a job related field may be substituted for one year of professional experience. A doctorate degree and the appropriate internship or clinical training in counseling, guidance or a job related field may be substituted for two years of the required professional experience for positions with a major responsibility for professional, personal or career counseling.


Preferred Qualifications

  • Master’s Degree
  • 4 years of financial aid advising experience in postsecondary education
  • Experience reconciling federal and state programs
  • Experience with higher education academic policies and procedures
  • Experience collaborating across units/divisions
  • Experience with technical programming
  • Excellent written communication skills



Classification: Student Services Professional IV
Anticipated Hiring Salary: $5,450/month
Hiring Range: $5,351/month - $7,633/month

San José State University offers employees a comprehensive benefits package typically worth 30-35% of your base salary. For more information on programs available, please see the Employee Benefits Summary.


Application Procedure

Click Apply Now to complete the SJSU Online Employment Application and attach the following documents:

  • Resume
  • Letter of Interest

All applicants must apply within the specified application period: January 29, 2021 through February 16, 2021. This position is open until filled; however, applications received after screening has begun will be considered at the discretion of the university.


Contact Information

University Personnel


Additional Information

Satisfactory completion of a background check (including a criminal records check) is required for employment. SJSU will issue a contingent 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. Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was offered the position on a contingent basis.

The standard background check includes: criminal check, employment and education verification. Depending on the position, a motor vehicle and/or credit check may be required. All background checks are conducted through the university's third party vendor, Accurate Background. Some positions may also require fingerprinting. SJSU will pay all costs associated with this procedure. Evidence of required degree(s) or certification(s) will be required at time of hire.


All San José State University employees are considered mandated reporters under the California Child Abuse and Neglect Reporting Act and are required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.


Equal Employment Statement

San José State University (SJSU) is an Equal Opportunity/Affirmative Action employer committed to nondiscrimination on the basis of age, ancestry, citizenship status, color, creed, disability, ethnicity, gender, genetic information, marital status, medical condition, national origin, race, religion or lack thereof, sex, sexual orientation, transgender, or protected veteran status consistent with applicable federal and state laws. This policy applies to all SJSU students, faculty and staff programs and activities. Title IX of the Education Amendments of 1972, and certain other federal and state laws, prohibit discrimination on the basis of sex in all education programs and activities operated by the university (both on and off campus).


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Last Updated Aug 3, 2020