Institutional Grant Coordinator/Financial Aid Advisor

Institutional Grant Coordinator/Financial Aid Advisor

Job no: 563192
Work type: Staff
Location: Bakersfield
Categories: Unit 4 - APC - Academic Professionals of California, Probationary, Full Time, Student Services, On-site (work in-person at business location)

CLASSIFICATION TITLE: STUDENT SERVICES PROFESSIONAL III

UNION CODE: R04

FT/PT: Full-time

PAY PLAN: 12-month

WORKPLACE TYPE: On-site (work in-person at business location)

ANTICIPATED HIRING RANGE: Starting salary upon appointment is not expected to exceed $5,540 per month

CSU CLASSIFICATION SALARY RANGE: $5,540 - $7,893

PAY BASIS: Monthly

BENEFITS: CSUB offers a best-in-class benefit package for eligible employees that includes an array of medical plans, choice of dental plans, vision coverage, retirement participation in CalPERS, CSU tuition waiver, up to 24 vacation days per year, sick leave with unlimited accrual, 15 paid holidays per year and more! See our benefits website for additional information.

CANDIDATES ELIGIBLE TO APPLY: Open to all qualified applicants

SPECIAL INSTRUCTIONS TO APPLICANT: FOR PRIORITY CONSIDERATION, applications must be received by November 4, 2026; however, the position will remain open until filled.

POSITION PURPOSE: Within the Division of Student Affairs and Enrollment Management, the Office of Financial Aid and Scholarships at California State University, Bakersfield is committed to maximizing financial aid opportunities to support student access, retention, and success.

Under the general direction of the Director of Financial Aid & Scholarships, the Institutional Grant Coordinator/Financial Aid Advisor is responsible for the coordination, management, processing, and reconciliation of institutional grants including SPAA, MBA, and PDOC tuition grants. The incumbent collaborates closely with campus departments such as Sponsored Programs Post Award (SPAA), Student Financial Services, and Academic Affairs to ensure accurate awarding, budget compliance, and timely disbursement of institutional funds.

The position also provides comprehensive financial aid counseling to students, parents, faculty, and staff, exercising professional judgment in complex cases to determine need, eligibility, and appropriate aid adjustments. This includes verifying documentation, resolving discrepancies, and ensuring adherence to federal, state, and institutional regulations. The Coordinator represents the Financial Aid Office during campus and community outreach events, may participate on committees, and attends professional trainings to maintain regulatory compliance and operational excellence.

DUTIES & RESPONSIBILITIES:

Institutional Grants Coordinator (SPAA, MBA, & PDOC Tuition Grants)

1. Independently coordinate, manage, and reconcile all aspects of institutional grants, including SPAA, MBA, and PDOC tuition grant programs, ensuring accurate processing, timely awarding, and full compliance with federal, state, CSU, and institutional financial aid policies.
2. Serve as the primary liaison to Sponsored Programs Post Award (SPAA) and collaborate regularly to verify that all grant-funded awards are processed, disbursed, and reconciled according to program timelines, budgets, and regulatory requirements. Independently analyze discrepancies, determine appropriate corrective actions, and resolve complex processing or compliance issues within established guidelines.
3. Create and maintain financial aid years, terms, and budgets manually for student populations who do not have FAFSA or California Dream Act applications on file, enabling institutional grant awarding and accurate reporting.
4. Analyze and interpret grant eligibility and award data using PeopleSoft queries, spreadsheets, and reports to determine appropriate budgeting, disbursement, and reconciliation of institutional funds.
5. Develop, implement, and maintain procedures, forms, and documentation used by SPAA and Financial Aid to facilitate grant processing, including item type creation, payment requests, and workflow tracking.
6. Collaborate with faculty, program coordinators, and campus departments to communicate the financial aid process for institutional grants, providing clear guidance on timelines, eligibility criteria, and budgeting processes.
7. Conduct regular data audits and reconciliation reviews of institutional tuition grants to confirm data integrity and ensure compliance with internal and external audit standards. Recommend process improvements to leadership.
8. Research, analyze, and resolve discrepancies between institutional, SPAA, and Student Financial Services data to prevent overpayments, duplicate awards, and inaccurate reporting.
9. Participate in grant program development meetings with SPAA and other university stakeholders to discuss procedural improvements, identify compliance risks, and enhance communication across departments. Recommend approaches to improve coordination across departments.
10. Communicate directly with students regarding the institutional grant process, timelines, eligibility status, and award outcomes, providing high-level customer service and ensuring students understand how awards apply to their tuition and fees.
11. Coordinate reconciliation efforts with Student Financial Services to ensure that institutional grant disbursements are properly applied to student accounts and accurately reflected in campus financial systems.
12. Assist in the creation and revision of institutional policies and procedures related to the administration of internal grants by analyzing operational needs and recommending changes to ensure alignment with CSU systemwide guidance and institutional audit standards.
13. Prepare reports and summaries for campus leadership, auditors, and SPAA highlighting institutional grant expenditures, reconciliation outcomes, and compliance observations.
14. Maintain detailed and auditable records of all institutional grant activities, ensuring readiness for both internal and external audits.

Student Worker Lead/Front Office Advising

1. Assist students via front counter, phone, Zoom, and email with professionalism, providing accurate and timely responses to inquiries, determining appropriate next steps within applicable guidelines.
2. Provide daily lead oversight and training to federal student workers assigned to the front counter and phone operations, ensuring accurate and professional delivery of financial aid information.
3. Create and manage student worker schedules, monitor performance, and provide coaching to support high-quality customer service.
4. Verify the accuracy and completeness of scanned and imaged documents within the student information system; troubleshoot technical issues as needed.
5. Perform complex advising for students and parents regarding federal, state, and institutional aid programs, eligibility criteria, and required documentation, including situations requiring interpretation of multiple requirements.
6. Guide students through the completion of verification forms, tax returns, SAP Petitions, Loss of Income appeals, Cost of Attendance appeals, and Dependency Overrides using CampusLogic or related systems.
7. Independently resolve complex FAFSA and Dream Act issues requiring interpretation of federal and state regulations including resolution of verification errors and data mismatches.
8. Respond to inquiries by phone, email, and in person with professionalism and discretion, applying sound judgment to evaluate and resolve diverse student situations.
9. Educate students on financial literacy, responsible borrowing, and loan repayment options, promoting informed financial decision-making.
10. Maintain accurate documentation of advising sessions and student communications in compliance with FERPA and university policies.
11. Participate in outreach and recruitment events to promote financial aid programs and assist prospective and continuing students.

Financial Aid Advising

1. Provide comprehensive and in-depth financial aid counseling to students, parents, faculty, and staff, ensuring clear understanding of complex federal, state, and institutional policies.
2. Exercise advanced professional judgment to review student files, evaluate exceptional circumstances, and determine need and eligibility for financial aid in accordance with regulatory and institutional guidelines.
3. Verify and revise financial aid files to ensure accuracy, compliance, and appropriate awarding of aid.
4. Collaborate and coordinate with multiple campus departments and external agencies to resolve complex financial, academic, or personal issues impacting student aid eligibility.
5. Conduct financial aid outreach and presentations during campus and community events, which may occur on weekends or evenings, to promote financial literacy and program awareness.
6. Participate in campus committees and attend professional development trainings and conferences to maintain current knowledge of financial aid regulations, technology systems, and best practices.
7. Independently manage financial aid awarding, revisions, and compliance monitoring for approximately 2,000 student accounts per academic year.
8. Provide frontline advising and support to students and families in person, by phone, Zoom, and email, ensuring responsive, student-centered service delivery.

Unusual Enrollment Assessment

1. Review and analyze student records flagged for unusual enrollment history by the Department of Education to determine federal aid eligibility.
2. Examine transcripts, NSLDS data, and student narratives to assess completion patterns and evaluate whether aid was earned appropriately.
3. Apply professional judgment and regulatory guidance to make recommendations regarding student eligibility and appeal outcomes.

REQUIRED QUALIFICATIONS:

EDUCATION & EXPERIENCE - Equivalent to graduation from a four-year college or university in a related field, including or supplemented by upper division or graduate course work in counseling techniques, interviewing, and conflict resolution where such are job-related and three (3) years of progressively responsible professional student services work. 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.

SKILLS, KNOWLEDGE & ABILITIES (SKA's) -

• Regular and reliable attendance is required.
• In-depth knowledge of Cal Grant Programs and a strong understanding of state and federal financial aid regulations, including Title IV programs, State programs, institutional programs, FAFSA, California Dream Act, and SAP.
• Knowledge of federal, state and institutional financial aid programs, policies, and procedures.
• Understanding of data reconciliation and reporting practices, including how to interpret and audit financial aid data for accuracy.
• Strong interpersonal and cultural competency skills to independently advise and counsel students, especially from underrepresented and vulnerable populations, on complex academic, financial, and personal matters.
• Ability to analyze financial, academic, and policy data to assess student eligibility, troubleshoot issues, and recommend solutions, especially when dealing with nuanced or precedent-lacking scenarios.
• Competency with student information systems (e.g., PeopleSoft/CMS}, recordkeeping, and compliance with FERPA and audit standards. Ability to manage sensitive student data responsibly and accurately.
• Demonstrated customer service experience requiring a very high level of diplomacy and professionalism.
• Ability to use tact and diplomacy to effectively handle a broad range of high level and sensitive interpersonal situations with diverse personalities, and to respond appropriately to conflicts and problems.
• Ability to initiate, establish, and foster communication and teamwork by maintaining a positive, cooperative, productive work atmosphere in the University with the ability to establish and maintain effective working relationships within a diverse population and with those from various cultural backgrounds.
• Excellent communication skills; ability to effectively communicate information in a clear and understandable manner.
• Thorough knowledge of English grammar, spelling, and punctuation.
• Ability to interpret, communicate and apply policies and procedures.
• Ability to maintain a high degree of confidentiality.
• Excellent organizational and time management skills with the ability to set own priorities to coordinate multiple assignments with fluctuating and time-sensitive deadlines.
• Excellent computer skills and competence with a variety of computer applications including word-processing, spreadsheets, databases, on-line systems, Internet as well as online calendaring and email.
• Working knowledge of or ability to quickly learn University infrastructure.

PREFERRED QUALIFICATIONS:

• Master's degree in one of the behavioral sciences, public or business administration, or job-related field.
• PeopleSoft experience in a college or university financial aid office.
• Demonstrated skills in an institutional/educational environment possessing a customer-oriented and service-centered attitude.
• Must be willing to travel and attend training programs off-site for occasional professional development.
• Must be able to work occasional holidays and adjust working hours to meet special jobs. May be called back periodically to perform work as needed on an emergency basis.

PHYSICAL DEMANDS: SEDENTARY WORK - involves mainly sitting; minimal walking and standing; lifting light weight objects limited to 15 pounds.

ENVIRONMENTAL FACTORS:N/A

SPECIAL CONDITIONS:

SCREENING: Only those applicants possessing experience most directly related to the immediate needs