Financial Aid Compliance Specialist (IN-HOUSE ONLY)

Coast Community College District • Huntington Beach, CA

9d • Onsite

About The Position

This position is open to internal (permanent and temporary) Coast Community College District (CCCD) employees to apply. External candidates are not eligible to apply. If you are not a current active employee with CCCD, please do not apply at this time. About Golden West College Located in the coastal community of Huntington Beach, Golden West College is regarded as one of the most beautiful campuses in Southern California. The college is highly regarded for academic quality and innovation. In its earliest years, the college was recognized for its pioneering leadership in designing learning-centered programs and services for its student body and continues that tradition to this day. Golden West College (GWC) has an unwavering commitment to quality education; equitable outcomes; inclusive practices; and racial, ethnic, and socioeconomic diversity. Ideal candidates for all positions at our college share our devotion to educating and improving the lives of our representative students, employees, and community populations. Currently, our college enrolls approximately 11,000 students per term; 34.2% are Latinx, 31.8% are Asian, 22.4% are White, 1.8% are African American, 0.5% are Native Hawaiian or Pacific Islander, and 4.8% are multiracial. GWC is an officially designated Hispanic-Serving Institution (HSI) and an Asian American Native American Pacific Islander-Serving Institution (AANAPISI). GWC engages in regular professional development opportunities and partnerships so that we can best serve disproportionately impacted groups. Activities and connections include GWC's partnership with student and employee involvement in organizations like Puente, Student Veterans, and Gay Lesbian Alternative Straight Alliance (GLASA); a robust District Ally training program, including UndocuAlly (undocumented students), SafeZone (LGBTQ), Vet Net (veterans), and Ability Ally; and other equity minded programs; and a full calendar of culturally responsive events. D.E.I.A - Diversity, Equity, Inclusion and Accessibility At Golden West College we are committed to providing high quality education and equitable outcomes through inclusive practices that support and celebrate everyone. We welcome candidates that share our devotion to educating and improving the lives of our representative students, employees, and community populations. Please visit the links below to learn more information about GWC: Mission, Vison and Values GWC Strategic Plan 2025-2029 GWC Employee-Student Demographics Student Equity and Achievement Program Summary Interprets and analyzes local, state, and federal financial aid regulations regarding all California Student Aid Programs. Communicates changes to current policy and procedure in coordination with the Manager and/or Director, Financial Aid to ensure all department staff is advised of all local, state, federal and District updates and or changes to practices, policies and procedures. Coordinates financial aid awards to ensure student is eligible to receive awards based on eligibility. Distinguishing Career Features The Financial Aid Compliance Specialist applies subject matter expert knowledge of all available financial aid and scholarship programs. Performs analysis of all financial aid verification processes and is responsible for reporting award activities to the appropriate agency. The Financial Aid Compliance Specialist must demonstrate the ability to analyze, verify, audit and report ongoing disbursement eligibility, perform R2T4, analyze student accounts to ensure the department, division and/or college is in compliance with all local state, and federal rules and regulations.

Requirements

• Requires an in-depth knowledge of the policies and procedures associated with federal, state, and local financial aid programs including grants, waivers, and scholarships.
• Requires expert knowledge of Title IV, R2T4s, and state regulatory laws.
• Requires an in-depth knowledge of federal and institutional satisfactory academic progress policies.
• Requires expert knowledge of regulations and institutional policies relevant to admissions, registration, accounts payable and receivable, and financial aid practices.
• Requires knowledge of and skills with routine office policies, procedures and equipment, including PCs and applicable student information databases, word processing, and spreadsheet applications.
• Requires knowledge of and skill at electronically accessing files and data from federal and state financial aid organizations.
• Requires sufficient English language skill to prepare routine correspondence.
• Requires sufficient human relation skills to provide general information to students, exercise patience when dealing with students, resolve confrontations, and convey a positive image of the college.
• Requires sufficient math skills to compute principal, interest, sums, percentages, and ratios.
• Requires the ability to perform the essential responsibilities and functions of the position.
• Requires the ability to perform all of the duties of the position efficiently and effectively with minimal supervision.
• Requires the ability to perform financial calculations and record keeping, data entry, file maintenance, and report writing duties.
• Requires the ability to communicate program elements and requirements to students, faculty and outside agencies/customers.
• Requires the ability to instruct students on the financial aid application process and to resolve conflict.
• Requires excellent customer service skills and the ability to problem solve exercising independent judgement and discretion.
• Requires the ability to understand and communicate the elements of Title IV and R2T4 to current and potential students and staff.
• Requires the ability to work under pressure while performing multiple tasks.
• Requires the ability to understand and meet the college, local, state and federal timeline and reporting requirements.
• Requires the ability to perform data entry onto automated financial systems.
• Requires the ability to work cooperatively and productively with others.
• Demonstrated evidence of responsiveness to and understanding of the racial, ethnic, disability, gender identity, sexual orientation, socioeconomic, academic, and cultural diversity within the community college student population, including students with different ability statuses (e.g., physical and/or learning) as these factors relate to the need for equity-minded practice within the classroom and campus.
• An Associate’s degree in business or equivalent and three to five years of related work experience in financial aid and progressive experience in financial recordkeeping. Additional direct and progressive experience may substitute for some post-secondary experience.
• May require a valid driver license.
• May require proof of US citizenship or Permanent Resident Status, if federal database access is required.

Nice To Haves

• Financial aid accounting experience
• Advanced computer skills
• A Bachelor’s degree in accounting or business administration

Responsibilities

• Ensures compliance with local, state, federal and District policies and procedures in all financial aid transactions including but not limited to: disbursements, reconciliation, and auditing Title IV Aid.
• Analyses, reviews, and ensures accuracy of overpayments, post-withdrawal disbursements, and actual payments to financial aid recipients.
• Interprets complex codes, regulations, policies, procedures, rules, guidelines and/or instructions and provides guidance/training to staff, students, and others as needed.
• Collaborates with management in the development of processes and procedures that affect Financial Aid systems.
• Prepares and audits the financial aid Multiple Reporting Record lists through the Department of Education COD data system. Reviews and analyzes data output for accuracy; reports any discrepancies to appropriate manager or administrator and applies problem solving skills to resolve any Title IV aid ineligibility.
• Researches, analyzes, collects data, verifies, and reviews various financial aid reports, data, and/or other documentation and makes any necessary corrections. Advises Manager and/or Director of areas of concern.
• Maintains up to date knowledge of all federal title IV and state regulatory laws that impact the student financial aid processes including awards, disbursements, and refunds.
• Communicates any and all concerns that may compromise compliance with local, state, federal laws, regulations, policies and procedures with the Manager and/or Director of Financial Aid.
• Participate in federal and state internal and external agency compliance audits and assists with any inquiries and/ or corrective actions.
• Serves as the compliance subject matter expert on student financial aid requests needing additional analysis and verification.
• Reviews and audits enrollment and financial aid award reports each month to ensure the college is in compliance for reporting purposes.
• Participates in financial aid meetings and assists with developing short and long term solutions to enrollment and/or financial aid reporting concerns.
• Creates, edits, and maintains up-to-date spreadsheets and necessary financial aid documents for department reference and use on an on-going basis. These documents include, but are not limited to: spreadsheets, journals, purchase orders, supply orders, budget detail, department manuals, instruction reference materials, policies and procedures.
• Serves as a key resource to local, state and federal agencies, services providers and college/District staff. Provides information related to financial aid policies, procedures, and best practices as necessary.
• Maintains currency of knowledge and skills related to the duties and responsibilities.
• Audits R2T4 calculation. Communicate with Faculty and Administrators to get accurate information to complete the R2T4 calculation.
• Troubleshoots and resolves problems associated with student awards and their accounts, communications among separate computer systems, and data integrity. Updates data, rate, and award tables. Interacts with other departments (such as IT and A&R) to troubleshoot and resolve problems.
• Analyzes, researches, and reviews program compliance processes and procedures for both local, state, and federal programs.
• Provides lead responsibility for the operations and activities of the assigned area to ensure compliance in timely and accurate reporting processes.
• Assists manager and/or director with special projects as needed.
• Performs other related duties as assigned that support the objective of the position.
• Required to abide by all District policies and procedures including Board Policy 3050 – Code of Professional Ethics.

Benefits

• Generous medical, dental, vision and life insurance plans for employees and dependents
• 21 paid holidays
• Cumulative sick leave
• Paid vacation
• Longevity salary programs
• PERS/STRS retirement plans
• Deferred compensation/457 plans
• Employee Assistance Program

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree