Payroll Title: BLANK AST 3

Job Code: 004722

Job Open Date: 7/10/24

Application Review Begins: 7/25/24

Department Code: FINC (FINANCIAL AID OFFICE - Operation)

Percentage of Time: 100

Union Code: CX

Employee ClassStaff: Career

FLSA Status: Non-Exempt

Classified Indicator Description: PSS

Salary Grade: STEPS

Hiring/Budgeted Salary or Hourly Range: The budgeted salary range that the University reasonably expects to pay for this position is $28.44 - $29.78/hr.

Full Salary Range: The full salary range for this position is $28.44 - $40.76/hr.

Work Location: 2101 SAASB

Working Days and Hours: Monday-Friday, 8am-5pm

Benefits Eligibility: Full Benefits

Type of Remote or Hybrid Work Arrangement if applicable: Hybrid eligibility after completing six months probation.

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 general supervision of the Assistant Director, serves as the primary contact with the public, independently providing walk-in, telephone, and email advising. Serves as a resource to other departments on policies and procedures related to student financial aid status. Performs analytical tasks and provides technical support in the determination of eligibility for the various financial aid programs. Reviews applications and related documents and applies federal need analysis and verification policies. Reviews aid eligibility and revises awards when necessary. Accesses and uses numerous university, state, federal, and proprietary electronic systems and web sites as resources for accurate and effective service, including: ProSAM, the financial aid software system used by the Office of Financial Aid and Scholarships; Webgrants, the California Student Aid Commission's (CSAC) web based computer system; BARC, the Billing Office's system; STAR, the campus mainframe application for admissions and registration statuses; FAST, the short-term loan creation and disbursement file; and Inside SA, the OFAS's electronic document verification and imaging system for accessing and reviewing imaged documents.

Required Qualifications:

High School Diploma or equivalent experience

Preferred Qualifications:

Bachelor’s degree or equivalent experience/training

Less than 1 year Financial Aid Experience

Special Conditions of Employment:

• Satisfactory criminal history background check
• Mandated Child Abuse Reporter
• Seasonal periodic mandatory overtime and occasional evenings and weekends required.
• UCSB is a Tobacco-Free environment

Job Functions and Percentages of Time:

60% Customer Service

Advises students, Job Standards, and the general public in both general and specific areas of financial aid administration. This encompasses the application process, the rationale behind federal need analysis, program regulations, aid eligibility criteria, university award policies, and aid distribution procedures. Using an extensive breadth of knowledge of federal, state, institutional, and UC system-wide policies, procedures, and resources, analyzes and resolves problems, often involving research and coordination with other departments and outside systems and databases. Accesses and uses numerous university, state, federal, and proprietary electronic systems and web sites to respond to inquiries. Provides interrelated information concerning other departments' policies and procedures and explains their effect on the student's status. Accesses external systems and interprets information from other offices' databases. This includes information on: Summer Session; Office of the Registrar deadlines, policies and procedures; Billing Office policies and BARC screen interpretations; Admissions Fee Waivers; College of Letters & Science policies; Education Abroad Program; Housing & Residential Services. Independently analyzes and assesses students' circumstances in order to resolve issues and, as necessary, appropriately refers. Has delegated authority to: Approve Short Term Loans (up to $1,000/eligible student) and Teaching Assistant Loans and to create and submit electronic short-term loan processing files. In conjunction with the Billing Office and the Accounting Office, resolves problems associated with the processing of the short term loan system and physical checks; make revisions to students' awards and to advise students of possible alternatives within institutional and federal guidelines; Assists with over-award reports to maintain students are within their academic year budget. Assists advisors with processing student cancellations. Processes various agencies' fee deferment forms, verification of aid, and housing and scholarship donor forms from outside agencies Processes agency scholarship awards and makes award revisions as needed. Monitors and assists student Peer Advisors, observing and reviewing their work and customer service responses for completeness and accuracy. As needed, delegates clerical tasks to them. Adheres to FERPA policies and procedures regarding access and availability of student records, and exercises professionalism, discretion, confidentiality, and sensitivity in all communications. Reviews documents submitted at the front desk and electronically for accuracy. This includes examining federal tax transcripts for consistency and completeness and advising students and Job Standards when additional information is needed.

20% File Review

Performs tasks at the operational level associated with the administration of student financial aid. Adheres to federal and state policies, procedures, and guidelines as well as those of the university and campus programs. File review consists of independently applying all elements of need analysis to individual aid applications and the supporting verification documents (federal tax transcripts, citizenship and immigration documents, Selective Service verifications, etc.). This includes resolving discrepancies in reported information and interpreting data contained on the verification documents. Cal Grant Eligibility: accesses CSAC's on-line Web Grants site to review and determine students' Cal Grant application status and eligibility. When applicable, makes on-line changes to students' school choice to redirect their awards to UCSB. Uses mainframe software to create and submit electronic files associated with the processing of University Short Term Loans, Short Term Computer Loans, and Teaching Assistant (TA) Loans. May work with academic department advisers to verify graduate students' eligibility for a TA Loan. Independently determines eligibility and authorizes Graduate Record Examination fee waivers.

10% Special Projects

Has on-going responsibility for projects and other operational duties that may be cyclical or ad hoc. Document Tracking: Reviews multiple complex documents (federal tax transcripts, Citizenship and Immigration documents, etc.) for completeness and validity of information relative to established standards. When needed, notifies students regarding incomplete file status. Waives requirements when documentation and reported information supports the action. Updates the appropriate application processing statuses in OFAS system and document verification system. Cal Grant Eligibility: Accesses CSAC's on-line Web Grants site to review and determine students' Cal Grant application status and eligibility. When applicable, makes on-line changes to students' school choice to redirect their awards to UCSB.

10% Miscellaneous Duties

Assists in the day-to-day administrative updates. Actively participates in various staff meetings by providing feedback and making recommendations for improved office procedures. Participates in weekly training meetings. Responsible for updating TV display monitor and bulletin board with updated and important information. Serves on special committees and searches, as assigned by the Office of Financial Aid and Scholarships. Conducts and assists in various workshops and presentations to student and Job Standard groups. Partners with outreach organizations to conduct classroom and one-on-one financial aid presentations for local area high school students. Attends and provides financial aid information to prospective students at the annual Chancellor's Regional Receptions and UCSB's Open House, Spring Insight.

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

Reasonable Accommodations

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Application Status

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