Institutional Grant Coordinator/Financial Aid Advisor

California State University, Bakersfield•Bakersfield, CA

18d•Onsite

About The Position

Within the Division of Student Affairs and Enrollment Management, the Office of Financial Aid and Scholarships at California State University, Bakersfield works to maximize financial aid opportunities in support of student access, retention, and success. Under the general direction of the Director of Financial Aid & Scholarships, the Institutional Grant Coordinator/Financial Aid Advisor coordinates, manages, processes, and reconciles institutional grants, including SPAA, MBA, and PDOC tuition grants. The role works closely with Sponsored Programs Post Award, Student Financial Services, Academic Affairs, and other campus partners to support accurate awarding, budget compliance, and timely disbursement of institutional funds. The position also provides comprehensive financial aid advising to students, parents, faculty, and staff. It reviews documentation, resolves discrepancies, applies professional judgment in complex cases, and ensures compliance with federal, state, CSU, and institutional requirements. The role leads and trains student workers assigned to front-counter and phone operations, maintains grant and advising records, supports outreach, and participates in campus committees and professional training. Some outreach may take place on evenings or weekends, and occasional holiday work or adjusted hours may be required. The position is full-time, on-site, and on a 12-month pay plan. The anticipated hiring range is not expected to exceed $5,540 per month; the CSU classification salary range is $5,540–$7,893 per month. The position requires a satisfactory background check and is designated sensitive and as a limited mandated reporter.

Requirements

Equivalent to graduation from a four-year college or university in a related field, including or supplemented by upper-division or graduate coursework in counseling techniques, interviewing, and conflict resolution where job-related.
Three years of progressively responsible professional student services work. A master’s degree in Counseling, Clinical Psychology, Social Work, or a directly related field may substitute for one year of experience. A doctorate with appropriate internship or clinical training in counseling or guidance may substitute for three years of experience for positions with major professional career or personal counseling responsibilities.
In-depth knowledge of Cal Grant Programs and strong understanding of state and federal financial aid regulations, including Title IV, state and 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 interpreting and auditing financial aid data for accuracy.
Strong interpersonal and cultural competency skills to independently advise and counsel students, including students from underrepresented and vulnerable populations, on complex academic, financial, and personal matters.
Ability to analyze financial, academic, and policy data to assess eligibility, troubleshoot issues, and recommend solutions in nuanced or precedent-lacking situations.
Competency with student information systems such as PeopleSoft/CMS, recordkeeping, FERPA compliance, and audit standards.
Ability to responsibly and accurately handle sensitive student data and maintain confidentiality.
Demonstrated customer service experience requiring a high level of diplomacy and professionalism.
Ability to use tact and diplomacy in sensitive interpersonal situations and respond appropriately to conflicts and problems.
Ability to foster communication, teamwork, and effective working relationships within a diverse population and across cultural backgrounds.
Excellent communication skills, including the ability to convey information clearly and understandably.
Thorough knowledge of English grammar, spelling, and punctuation.
Ability to interpret, communicate, and apply policies and procedures.
Excellent organizational and time-management skills, including setting priorities across multiple assignments with fluctuating and time-sensitive deadlines.
Excellent computer skills and competence with word processing, spreadsheets, databases, online systems, the Internet, online calendaring, and email.
Working knowledge of, or ability to quickly learn, university infrastructure.
Regular and reliable attendance is required.
Must be willing to travel and attend occasional off-site professional development training.
Must be able to work occasional holidays, adjust working hours to meet special jobs, and may be called back periodically for emergency work.

Nice To Haves

Master’s degree in a behavioral science, public or business administration, or a job-related field.
PeopleSoft experience in a college or university financial aid office.
Demonstrated skills in an institutional or educational environment with a customer-oriented, service-centered attitude.

Responsibilities

Coordinate, manage, process, and reconcile institutional grant programs, including SPAA, MBA, and PDOC tuition grants, ensuring accurate and timely awards and compliance with applicable policies and regulations.
Serve as the primary liaison to Sponsored Programs Post Award and coordinate with campus partners to ensure grant-funded awards are processed, disbursed, and reconciled according to program timelines, budgets, and requirements.
Analyze grant and award data, investigate discrepancies, determine corrective actions, and resolve complex processing and compliance issues.
Create and maintain financial aid years, terms, and budgets for student populations without FAFSA or California Dream Act applications on file.
Use PeopleSoft queries, spreadsheets, and reports to analyze eligibility and award data and support budgeting, disbursement, reconciliation, and reporting.
Develop and maintain grant-processing procedures, forms, documentation, item types, payment requests, and workflow tracking.
Communicate grant processes, timelines, eligibility criteria, and budgeting procedures to students, faculty, program coordinators, and campus departments.
Conduct data audits and reconciliation reviews; investigate differences among institutional, SPAA, and Student Financial Services data; and help prevent overpayments, duplicate awards, and inaccurate reporting.
Recommend process improvements and contribute to grant program development, institutional policy, and procedure revisions.
Coordinate with Student Financial Services to ensure grant disbursements are properly applied to student accounts and accurately reflected in campus systems.
Prepare reports and summaries for campus leadership, auditors, and SPAA, and maintain detailed records ready for internal and external audits.
Advise students through front-counter, phone, Zoom, and email channels, providing accurate, timely, and professional service.
Lead, train, schedule, monitor, and coach federal student workers supporting front-counter and phone operations.
Verify scanned and imaged documents in the student information system and troubleshoot technical issues as needed.
Counsel students and parents on federal, state, and institutional aid programs, eligibility, documentation, and complex financial aid situations.
Guide students through verification forms, tax returns, SAP petitions, loss-of-income appeals, cost-of-attendance appeals, and dependency overrides using CampusLogic or related systems.
Resolve complex FAFSA and Dream Act issues, including verification errors and data mismatches, by applying relevant regulations.
Review and revise financial aid files; evaluate exceptional circumstances; determine need and eligibility; and manage aid awarding, revisions, and compliance monitoring for approximately 2,000 student accounts per academic year.
Collaborate with campus departments and external agencies to address financial, academic, or personal issues affecting student aid eligibility.
Educate students about financial literacy, responsible borrowing, and loan repayment options.
Document advising and student communications in accordance with FERPA and university policies.
Participate in campus and community outreach, recruitment events, presentations, committees, professional development trainings, and conferences.
Review student records flagged for unusual enrollment history, including transcripts, NSLDS data, and student narratives, and apply professional judgment and regulatory guidance to make recommendations about federal aid eligibility and appeals.