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Financial Aid Technician

Apply now Job no: 528173
Work type: Staff
Location: Pomona
Categories: Unit 4 - APC - Academic Professionals of California, Finance/Accounting, Probationary, Full Time, On-site (work in-person at business location)

Type of Appointment: Full-Time, Probationary

Collective Bargaining Unit: APC – Unit 4

Job Classification: Student Personnel Technician, Financial Aids

Anticipated Hiring Amount: $3,866 - $4,017 per month

Work Hours: Monday – Friday 8:00am-5:00pm



The Office of Financial Aid & Scholarships is an organizational unit of the Division of Academic Affairs, which strives for excellence through a student-centered philosophy. The Office of Financial Aid & Scholarships supports the University's mission, vision, and strategic plan goals. We provide financial aid services to students and customers, including counseling and outreach activities designed to promote awareness and facilitate solutions related to meeting the cost of education at Cal Poly Pomona. Our office follows the Statement of Ethical Principles and Code of Conduct established by the National Association of Student Aid Administrators and the Principles of Excellence established by Presidential Executive Order. We provide access to federal, state, university, donor, and other types of financial resources to assist students in their enrollment, retention and graduation. We strive to effectively communicate, counsel, and ensure these resources are delivered in a timely manner.



Customer Service & Outreach

  • Provide advising and general customer service to prospective, newly admitted, and current students and parents regarding various aspects of the financial aid process, including application steps, student eligibility, educational costs, types of financial aid available, and loan activities, while tailoring the information to the particular needs, situation, and level of background of each customer.
  • Advise on application process and procedures, aid programs, availability of funds, eligibility requirements, student rights and responsibilities in compliance with aid guidelines.
  • Interpret and answer questions regarding rules, regulations, deadlines, policies and procedures for each financial aid program
  • Advise students and parents with financial aid and scholarship inquiries; Satisfactory Academic Progress policy, including appeal procedures., and the impact of enrollment activity on financial aid eligibility
  • Provide referrals to financial aid counselors or other aid administrator, for challenging or complex financial aid student cases, during in-person or telephone advising.
  • Receive and carefully review financial aid forms and documents submitted by students, including loan requests, and supporting documents. Verify completeness and accuracy, request appropriate follow-up or corrections when necessary.
  • Conduct application status checks, informing students of their status, explaining follow up required, and projecting award and disbursement amounts.
  • Ensure accurate and timely data-entry or update of records/materials (including imaged documents) received in the Financial Aid Office.
  • Prepare and disseminate financial aid information for the general public. May participate in financial aid workshops and open houses for students & parents.
  • Connect students with other university offices including, but not limited to, Student Accounting & Cashier Services, University Housing, Admissions, Registration & Records, Academic Advising, and the Bronco Advising Center - to provide needed information and/or services.

File Review & Aid Application Processing

  • Assist in determining and evaluating student financial aid eligibility by performing verification of individual student application data, reviewing and confirming general student eligibility criteria (i.e., citizenship, selective service, NSLDS, etc. database matches}, and performing/calculating need analysis. Provide processing and technical assistance to support the administration of general financial aid programs and functions which includes monitoring and re-evaluating continued student eligibility, making and revising financial aid awards, and other activities during various stages of the financial aid cycle.
  • Perform student financial need analysis and verification processes and Award federal, state, and institutional aid within the Federal, State, and Institutional policies and guidelines.
  • Review IRS Tax Data (including transcripts, W2's, IRS Letters, etc), verification worksheets, and any other required documents to ensure accuracy in aid application information.
  • Analyze and correct data elements in the automated financial aid delivery system (PeopleSoft, WebGrants, and/or CPS Online); recalculate EFC if required.
  • Review documentation from students and information from federal databases {NSLDS, USCIS, Selective Service, Social Security Administration) to determine eligibility, resolve conflicts and Database Match issues with various agencies.
  • Evaluate student financial need and eligibility for aid.
  • When necessary, consult with Counselor(s) on exceptional cases.
  • Assist staff and students through the verification processes, checking for consistency and accuracy, until verification is complete and financial aid is awarded.
  • Review and apply established institutional policies and procedures pertaining to verification, file review and database mismatches, to ensure activities are performed accurately.
  • Review budget construction, income changes and monitor academic progress and enrollment (including course completion) and make appropriate adjustments to awards, or make recommendations for resolution to Program Lead(s).
  • Utilize various proprietary software/programs in the processing and/or resolution of program activities & processes, which may include use of any (or all) of the following: COD, CPS/ FAA Access Online, NSLDS, WebGrants
  • Accept and process applications and supplemental requests for a variety of student financial aid programs including federal, state, and institutional aid.
  • Process student requests for adjustments to awards (increase, decrease, cancellation); re-awarding of students based on changes to enrollment plans (Fall Only/Spring Only/ Full year). Analyze student documentation and requests to determine eligibility for aid programs. Award federal, state, and institutional aid within the Federal, State, and Institutional policies and guidelines.

Program & Processing Support

  • Provide processing and support specific for general aid-related activities as well as specialized support to assigned financial aid programs(s), assist with information dissemination and training of students and staff on various aspects of assigned program under direction of the program lead.
  • Perform programmatic specific processing activities, including those requiring specialized knowledge and training.
  • Assist with special projects such as Quality Control checks, application & file completion, and data analysis.
  • Assist program lead in evaluating & improving operations, including making suggestions for necessary compliance-related changes.
  • Gather data and prepare/ provide summary information (of either a recurring or nonrecurring nature) as directed by the program lead.
  • Assist in analyzing/interpreting regulations for core aid program(s) and respond to inquiries requiring detailed knowledge of regulations and policies from internal and external customers.
  • Assist with preparing program procedures and written communications and providing recommendations/ feedback on forms or web-content related to program.
  • Perform system testing, researching, troubleshooting, error identification, evaluation and coordination with Systems Team and Program coordinators - to ensure system is properly supporting programmatic activities.
  • Review files that have not met Satisfactory Academic Progress criteria, and review appeal forms along with supporting documentation to provide input to the Appeals committee in order to determine future financial aid eligibility.
  • Review various exception reports on a daily, weekly, and monthly basis - to identify and resolve discrepancies.
  • Process scholarships disbursement requests and evaluate award package to determine if additional adjustments or revisions are necessary.
  • Assist in the selection of students for scholarships and traineeships available through the Campus or CSU system
  • Other duties relevant to the assigned program, which may include activities related to: Processing, certifying, disbursement, reconciliation, and/or reporting for Federal, State, or Institutional Grants, Loans, or Scholarships, Verification of Grant, Loan, or Scholarship eligibility Providing training/updates to other members of the staff or student workers

Collaboration & Development

  • Remain current with constantly evolving financial aid regulations (federal, state, institutional) and emerging trends and best practices in delivering service excellence. Contribute to the overall success of the Office of Financial Aid & Scholarships and Enrollment Management & Services through ad-hoc assignments. This includes the following
  • Support work as needed throughout the Financial Aid unit & Enrollment Management & Services with ad-hoc projects or activities as assigned by the Financial Aid & Scholarships Leadership Team
  • Participate in ongoing departmental training and cross-training activities to ensure an understanding of the university's programs, policies & procedures, and resources & services available to students.
  • Actively engage in professional associations and attend training sessions and workshops, and complete self-directed professional reading, to remain current on financial aid regulations and procedures as well as on emerging trends in delivery of service excellence.


  • Equivalent to two years of responsible general clerical experience in a college or university financial aid office which has demonstrated acquisition of a practical understanding of the policies and procedures of financial aid programs and possession of the knowledge and abilities listed


General knowledge of interviewing techniques; thorough knowledge of the policies and procedures of the various financial aid programs available at the CSU. Ability to sustain a working knowledge of the changes in financial aid programs; obtain, analyze, and evaluate data for specific use; advise and assist students in selecting and processing financial aid contracts; keep records and write clear reports; establish and maintain cooperative working relationships with students, faculty, and co-workers; read and write English at a level appropriate to the position; and perform mathematical calculations.


Preferred Qualifications

  • Computer Skills & Analysis
  • Knowledge and experience with technology, including equipment (PC's, scanners, etc.), software applications (MS Office, student systems).
  • The ability and motivation to acquire and apply new knowledge and implement new software applications
  • Ability to work with numbers with accuracy
  • Ability to maintain accurate records
  • Ability to exercise sound judgment and to maintain confidentiality of student records.
  • In-depth knowledge and understanding of current financial aid need analysis methodology and federal and state financial aid program guidelines
  • Knowledge of financial aid regulations, practices, and resources
  • Knowledge of online student information systems
  • Ability to interpret, apply, and communicate financial aid and academic policies & procedures
  • Excellent written, verbal, and interpersonal communication skills
  • Ability to determine customer needs and resolve issues (or refer to counselor, etc. for resolution)
  • Ability to deal tactfully with others.
  • Demonstrated ability to conduct presentations to groups of varying sizes.
  • Experience representing a department/organization as knowledgeable and authoritative while remaining supportive, calm, and professional even under highly charged circumstances.
  • Ability to handle information in a confidential and professional manner.
  • Demonstrated ability to communicate technical information and convey disappointing information.
  • Ability to demonstrate excellent time management and organizational skills with the ability to recognize and follow through on priorities in a timely manner
  • Ability to work effectively in a dynamic team and to multi-task in a fast-paced, diverse environment with students, faculty, and staff.
  • Ensures operational integrity and continuity by maintaining detailed descriptions of responsibilities, ranging from daily tasks to strategic activities and outcomes, and makes them available to supervisor.
  • Ensures quality, usability and integrity of system data by working within approved processes and testing procedures.


Out-of-State Work

The California State University (CSU) system is a network of twenty-three public universities providing access to a quality education through the support of California taxpayers. Part of CSU's mission is to prepare educated, responsible individuals to contribute to California's schools, economy, culture, and future. As an agency of the State of California, the CSU's business operations almost exclusively reside within California.   The CSU Out-of-State Employment Policy prohibits hiring employees to perform CSU-related work outside California. See policy at 


Background Check

Cal Poly Pomona will make a conditional offer of employment to final job candidates, pending the satisfactory completion of a background check (including a criminal records check).

The conditional offer of employment may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. 

In determining the suitability of the candidate for the position, Cal Poly Pomona will give an individualized assessment to any information that the applicant submits for consideration regarding the criminal conviction history such as the nature, gravity and recency of the conviction, the candidate’s conduct, performance or rehabilitation efforts since the conviction and the nature of the job applied for.

For more information, go to


Employment Eligibility Verification

Cal Poly Pomona hires only individuals lawfully authorized to work in the United States. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.  See Form I-9 Acceptable Documents at


Child Abuse/Neglect Reporting Act (CANRA)

The person holding this position is considered a "mandated reporter" under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment. See policy at


Security & Fire Safety

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, California Education Code section 67380, and the Higher Education Opportunity Act (HEOA), Cal Poly Pomona’s Annual Security Report and Annual Fire Safety Report are available for viewing at: and


Pay Transparency Nondiscrimination

As a federal contractor, Cal Poly Pomona will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant.  For more information, see the Pay Transparency Nondiscrimination Provision poster.


CSU Classification

This position is part of the APC bargaining unit, the CSU Classification Standards for this position are located on the following site, The CSU Salary Schedule is located on the following site: The classification salary range for this position according to the respective skill level is minimum $3,866 and maximum $5,440 per month. Please refer back to the anticipated hiring range for the appropriate salary rate for this particular position.


Reasonable Accommodation

We provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact the ADA Coordinator by email at More information is available at:



Cal Poly Pomona is an Equal Opportunity Employer. The University subscribes to the pay transparency nondiscrimination provision and all state and federal regulations that prohibit discrimination based on race, color, religion, national origin, sex, gender identity/gender expression, sexual orientation, marital status, pregnancy, age, disability, genetic information, medical condition, and covered veteran status. More information is available at: and at


Other Notices

For other important employment notices, we invite you to visit Cal Poly Pomona’s Employment Notices  web page.

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