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NOTE: The CSU strongly recommends that all individuals who access any in-person program or activity (on- or off-campus) operated or controlled by the University follow COVID-19 vaccine recommendations adopted by the U.S. Centers for Disease Control and Prevention (CDC) and the California Department of Public Health (CDPH) applicable to their age, medical condition, and other relevant indications and comply with other safety measures established by each campus. The systemwide policy can be found at and questions may be sent to

Special Programs Coordinator and Financial Aid Counselor

Apply now Job no: 535833
Work type: Staff
Location: San José
Categories: Unit 4 - APC - Academic Professionals of California, Probationary, Full Time, Student Services


Job Summary

The Special Programs Coordinator and Financial Aid Counselor performs functions under the general supervision of the Associate Director of Counseling and Advising, but works independently to provide a variety of coordinating and advising services in support of the Financial Aid Counseling Unit. Performs functions related to the functional and technical financial aid programs, the Financial Aid application processes and awarding cycles, as well as student and parent counseling. The incumbent is responsible for maintaining a high level of knowledge regarding Financial Aid programs that attracts, retains, and enrolls academically qualified, culturally diverse, and socially conscious populations of undergraduate and graduate students. As a representative for San Jose State University, this position maintains a high level of expertise in Financial Aid requirements, processes, and regulations to facilitate quality customer service and financial aid advising in supporting students’ decision to apply and attend SJSU. The Special Programs Coordinator and Financial Aid Counselor will develop and maintain accurate and transparent financial aid documentation and work flow in order to maintain levels of productivity and quality of financial aid counseling for prospective and continuing students.


Key Responsibilities

  • Coordinate a variety of Special Programs supported by the Financial Aid Office (Study Abroad, Summer Faculty Led Programs, and Accelerated Programs with a special session fee structure)
  • Coordination of financial aid awarded for students enrolled in program of studies. (Pell Credential awarding, Cross-Enrollment, Summer-Start Programs, and Fee Waivers/Vocational Rehab payments). Awarding of aid for specialized grants for students in Doctorate Programs, and MBA programs
  • Liaison with on and off campus personnel in administering the various programs. Work closely with the Bursar’s Office to ensure the timely disbursement and transmittal of financial aid for the special programs
  • Run necessary queries to identify students to determine the amount of aid to return for those who withdraw or drop classes
  • Utilize the PeopleSoft Module to determine the amount of aid to be charged and adjust/return the Title IV aid as necessary
  • Ensures the effective Financial Aid communication process to prospective students and their families, and supports the yield process and activities for admitted students
  • Maintains knowledge of financial aid programs, including Pell, Federal, Cal Grant, and Federal Work Study (FWS). Keeps current and interprets federal and scholarship eligibility criteria and office practices
  • Provide counseling to students and campus organizations to educate on budgeting and financial literacy topics thru all media – zoom/in-person/group presentations


Knowledge, Skills & Abilities

  • Must be able to interact with a variety of internal partners from Academic and Student Affairs to the Office of the President, communicating effectively and professionally. Strong oral and written communication skills
  • Must possess excellent customer service and public relations skills
  • Working knowledge of methods, procedures, practices and activities of the program area
  • Ability to interpret and apply university policies, rules, and regulations regarding financial aid
  • Demonstrated experience with the Federal and State Grant Programs in a Higher Education setting – reconciliation of funds, processing issues, and experience with outside entities in relation to the administration of the programs
  • Ability to interpret and explain policies to various staff members and students
  • General knowledge of individual counseling techniques, and working knowledge of student services programs to which immediately assigned
  • Thorough knowledge of English grammar, business writing, punctuation and spelling
  • Ability to compose and appropriately format correspondence and reports
  • Working knowledge of software applications such as word processing, spreadsheet, and database management
  • General knowledge of the methods and problems of organizational and program management
  • General knowledge of research and interview techniques
  • Ability to obtain factual and interpretive information through interviews
  • Ability to acquire and apply knowledge of financial aid requirements
  • Ability to analyze and evaluate financial documents, and acquire and apply knowledge of Financial Aid and Scholarships
  • Ability to be sensitive and responsive to student needs and ability to work independently and in a team setting
  • Ability to maintain confidentiality and appropriately handle sensitive communications with faculty, CSU administrators, student organizations, private and public agencies and others in committee work, and student advising and community contacts


Required Qualifications

  • Equivalent to graduation from a four-year college or university in a related field, including or supplemented by upper division or graduate coursework in counseling techniques, interviewing, and conflict resolution where such are job-related
  • Three (3) years of progressively responsible professional student services work experience. A master’s degree in Counseling, Clinical Psychology, Social Work, or a directly related field may be substituted for one year of experience. A doctorate degree and the appropriate internship or clinical training in counseling or guidance may be substituted for the three years of experience for positions with a major responsibility for professional career or personal counseling


Preferred Qualifications

  • Bachelor’s Degree
  • Five (5) years of in-house financial aid experience - from application to disbursement - FAFSA completion, awarding students, revising awards, and processing R2T4, etc.
  • Two (2) years of experience working with special populations outside of the regular financial aid process
  • Two (2) years of student counseling experience relaying information to students and families on their financial aid eligibility
  • Two (2) years’ experience of presenting to students/families thru in-person or virtual means
  • Experience with online document retrieval system (OnBase) and running queries from PeopleSoft



Classification: Student Services Professional III
Anticipated Hiring Range: $5,025/month - $5,732/month
CSU Salary Range: $5,025/month - $7,159/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: March 20, 2024 through April 3, 2024. 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


CSU Vaccination Policy

The CSU strongly recommends that all individuals who access any in-person program or activity (on- or off-campus) operated or controlled by the University follow COVID-19 vaccine recommendations adopted by the U.S. Centers for Disease Control and Prevention (CDC) and the California Department of Public Health (CDPH) applicable to their age, medical condition, and other relevant indications and comply with other safety measures established by each campus. The system wide policy can be found at and questions may be sent to


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. Incumbent is also required to promptly report any knowledge of a possible Title IX related incident to the Title IX Office or report any discrimination, harassment, and/or retaliation to the Office of Equal Opportunity.


Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act and Campus Housing Fire Safety Notification: 

Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, the Annual Security Report (ASR) is also now available for viewing at The ASR contains the current security and safety-related policy statements, emergency preparedness and evacuation information, crime prevention and Sexual Assault prevention information, and information about drug and alcohol prevention programming. The ASR also contains statistics of Clery crimes for San José State University locations for the three most recent calendar years. A paper copy of the ASR is available upon request by contacting the Office of the Clery Director by phone at 408-924-1501 or by email at

Pursuant to the Higher Education Opportunity Act, the Annual Fire Safety Report (AFSR) is also available for viewing at The purpose of this report is to disclose statistics for fires that occurred within SJSU on-campus housing facilities for the three most recent calendar years, and to distribute fire safety policies and procedures intended to promote safety on Campus. A paper copy of the AFSR is available upon request by contacting the Housing Office by phone at 408-795-5600 or by email at

Campus Security Authority - In accordance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (Clery Act) and CSU systemwide policy, this position is subject to ongoing review for designation as a Campus Security Authority. Individuals that are designated as Campus Security Authorities are required to immediately report Clery incidents to the institution and complete Clery Act training as determined by the university Clery Director.


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 Apr 11, 2023