Student Administration Building

Current Opportunities

Financial Aid Counselor/Return to Title IV Coordinator - Student Services Professional II

Apply now Job no: 517096
Work type: Staff
Location: East Bay
Categories: Unit 4 - APC - Academic Professionals of California, Probationary, Full Time, Student Services

Salary and Benefits

Salary Range: $4,304.00/month to $6,120.00/month. PLEASE NOTE: The starting salary placement depends on qualifications and experience and is anticipated to be in the range of $4,304.00/month to $5,212.00/month.

Cal State East Bay offers a broad range of benefits that includes medical, dental, vision, retirement (CalPERS), 401k, 457, 403(b), dependent and health care reimbursement accounts, life insurance, vacation and sick, 13 paid holidays, one personal holiday and tuition fee waiver.

For more information on the benefits program, please visit

About Cal State East Bay

Cal State East Bay's beautiful main campus is located in the Hayward hills with panoramic views of the San Francisco Bay shoreline. Situated above the city of Hayward, the campus offers an ideal setting for teaching and learning and yet easy access to the many cities along the bay. The University has a satellite campus in Concord, a professional development center in Oakland and a significant presence online. Founded in 1957, Cal State East Bay is one of 23 universities of the California State University system (CSU). With an enrollment over 15,800 students, Cal State East Bay is recognized as a regionally engaged and globally oriented university with a strong commitment to academic innovation, student success, engaged and service learning, diversity, and sustainability.

About the Position

The program coordinator for the Return of Title IV funds will be responsible for the timely processing of all R2T4 Calculations. This position will monitor changes in enrollment for aid recipients, troubleshoot contradicting attendance records, and collaborate with the Finance Office staff to ensure timely return of unearned funds. The R2T4 Program Coordinator will send R2T4 notifications and will report overawards to the Department of Education, and perform necessary adjustments for the reporting of overawards to the State and other institutional aid entities.

The Financial Aid Counselor provides excellent service and guidance to prospective, new and current students and their families throughout the financial aid application process; determines eligibility within the parameters of institutional, state and federal requirements. Exercises independent judgment in the management of operational details of the financial aid process. Maintains knowledge of policies of other departments (registrar, student financial services, human resources, athletics, etc) and understands the impact of them on a student's financial aid eligibility. Oversees the administration of both federal and private loans for CPS. This includes certification of all Plus and private education loans, resolving issues between the university's system and the Department of Education's. Participates in state, regional and national professional development activities to ensure a complete understanding of federal and state regulations and remain current on changes to the federal and state aid programs. Utilizes conflict resolution skills to help students and parents to understand challenges and identify potential solutions. Maintains student confidentiality in accordance with FERPA regulations. 


Return to Title IV Coordinator

  • Perform start to finish R2T4 Calculations for students that have formally and unofficially withdrawn from the institution
  • Collaborate with faculty and staff to ensure timely return of funds and/or offer post-withdrawal disbursements
  • Coordinate R2T4 notification delivery to impacted students
  • Reports federal aid over awards to the Department of Education within 45 days of determining student was ineligible
  • Maintains notes within PeopleSoft system to verify all financial aid recipients withdrawn students have been evaluated for R2T4 calculations
  • Maintain knowledge of federal processing requirements for R2T4 calculations and aid disbursement requirements
  • Run Peoplesoft processes related to the Return to Title IV operations
  • Monitor transactions and work closely with the Bursar's office to ensure the timely disbursement and return of federal funds
  • Assist in the reconciliation process of federal grant disbursements between PeopleSoft and Common Origination and Disbursement Database (COD)
  • Utilize the PeopleSoft Financial Aid Module to determine aid eligibility
  • Maintain knowledge base and understanding of all regulations and policies to the administration of Federal, State, and Institutional Aid programs  

Financial Aid Counselor

  • Accurately perform Need Analysis using PeopleSoft to determine aid eligibility
  • Review and analyze student and parent documents, including Tax Return Transcripts, income certifications, and household size forms prior to performing data input
  • Correspond with and interview students and parents in order to resolve conflicting information and when clarification of submitted data is required
  • Review student documents and make determinations on citizenship and selective service status using guidelines established by the appropriate agencies
  • Set appropriate indicators in PeopleSoft and enter individual student comments when necessary
  • Maintain current knowledge of financial aid verification requirements
  • V4&V5 reporting
  • Unusual Enrollment (UEH) review and resolution
  • Provide advising throughout the financial aid process to prospective, new and current students and their families
  • Maintain a thorough knowledge of available types of financial aid, scholarships and general student eligibility criteria
  • Exercises independent judgment in the management of operational details of the financial aid process including but not limited to
  • Incoming financial aid applications and any supporting documentation needed to determining the accuracy of the financial and household information reported on the FAFSA. This requires knowledge of not only federal financial aid regulations but IRS tax laws and how they relate to federal financial aid
  • Complete assigned duties with a high degree of accuracy to ensure compliance while experiencing multiple interruptions
  • Exercise great attention to detail wen completing assignments as error in judgment or calculations could result in unintended consequences for the student and/or the institution such as under or over funding of a student, loss of eligibility, audit findings, fines, damage to school's reputation or loss of institutional eligibility
  • Has the authority to recalculate and make changes to financial aid awards when student's eligibility changes
  • Maintain knowledge of policies of other departments (registrar, student accounts, human resources, athletics, etc) and understands the impact of them on a student's financial aid eligibility
  • Utilize conflict resolution skills set to assist students and parents, helping them to understand the situation and identify potential solutions to challenges
  • Maintain student confidentiality in accordance FERPA regulations
  • Perform need assessment and examine verification documents to ensure compliance with Federal and State awarding regulations
  • Maintain knowledge base and understanding of all regulations and policies to the administration of Federal, State, and Institutional aid programs.
  • Conduct financial aid presentations and various workshops on and off campus
  • Attend conferences and seminars to keep abreast of changing financial aid regulations

Other duties as assigned by the Director or Associate Director

Required Qualifications

  • Ability to quickly grasp Federal, State, and Institutional Regulations
  • Understand FERPA and maintain confidentiality
  • Excellent oral and written communication skills.
  • Ability to conduct financial aid workshops/presentations as needed
  • Maintain a professional demeanor and empathize with students
  • Ability to work independently in scheduling opportunities continuing training
  • Attends workshops sponsored by the Department of Education and State affiliates
  • Proficient in MS Excel, MS Word, MS PowerPoint 

Minimum Qualifications


Possession of these knowledge and abilities is typically demonstrated through the equivalent of two years of professional experience in one of the student services program areas or in a related field; experience should give evidence of competence and indicate the potential for further growth. A master’s degree in a job‑related field may be substituted for one year of the professional experience.


Equivalent to graduation from a four-year college or university in one of the behavioral sciences, public or business administration or a job‑related field. Additional specialized experience during which the applicant has acquired and successfully applied the knowledge and abilities shown above may be substituted for the required education on a year‑for‑year basis. 

Preferred Skills and Knowledge

  • Experience with PeopleSoft Student Information System
  • Experience with Campuslogic
  • Proficiency in another modern language
  • Experience in Financial Aid Administration, including the Return to Title IV process
  • Customer Service Experience with the ability to provide advice and guidance on difficult issues/regulations  

Condition(s) of Employment

Satisfactory completion of a background check (including LiveScan, as appropriate), that may include, but is not limited to: criminal records check, verification of academic credentials, licenses, certificates, credit history, professional references and/or verification of work history is required for employment.  Cal State East Bay will issue a conditional 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. Unsatisfactory results may also affect the continued employment of current Cal State East Bay employees who were conditionally offered the position.

All background checks are conducted through the university's third party vendor, Accurate. LiveScan is conducted through the University Police Department.

EEO Statement

As an Equal Opportunity Employer, Cal State East Bay does not discriminate on the basis of any protected categories: age, ancestry, citizenship, color, disability, gender, immigration status, marital status, national origin, race, religion, sexual orientation, or veteran's status. The University is committed to the principles of diversity in employment and to creating a stimulating learning environment for its diverse student body.

Other Information

All California State University campuses, including Cal State East Bay, are smoke and tobacco-free.  For more information, please visit our website at

In compliance with state and federal crime awareness and campus security legislation, including The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, the Cal State East Bay Annual Campus Security Report is available at:


Cal State East Bay is not a sponsoring agency for Staff or Management positions and we are not an E-Verify employer.

Mandated Reporter

The incumbent in this position may be considered a mandated reporter under the California Child Abuse and Neglect Reporting Act and will be required to comply with requirements set forth in the CSU Executive Order 1083 as a condition of employment.

CSU Vaccination Policy

CSU requires faculty, staff, and students who are accessing campus facilities to be immunized against COVID-19 or declare a medical or religious exemption from doing so.  Any candidates advanced in a currently open search process should be prepared to comply with this requirement. The systemwide policy can be found at and questions may be sent to

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