"Financial Aid Specialist I"

Financial Aid Specialist I

Employer: Ohlone College

Salary: $59,748.00 - $76,284.00 Annually

Job Type: Full-Time

Division: Student Services

Job Number: 202300173

Department: Student Services

Location: Fremont Campus and/or Newark Center

Bargaining Unit: California School Employees Association (CSEA)

Opening Date: 01/12/2026

Ideal Candidate Statement

The ideal candidate has a foundational understanding of Financial Aid and works effectively as part of the Financial Aid team. They are a quick learner with a strong work ethic and excellent attention to detail. The candidate demonstrates professionalism in working with students, including the ability to resolve issues efficiently and thoughtfully. They collaborate well with others, are trustworthy, and possess knowledge of FERPA regulations. Strong communication skills are essential, along with familiarity with CCPG, the Chafee Grant, scholarships, Rising Scholars program, and when to refer students to the Basic Needs Department.
*This position is funded by categorical resources, and continued employment is contingent upon the availability of these funds.

Position Description

Under general supervision, process student financial aid applications and subsequent actions. Responsibilities include the review of financial aid applications, determining eligibility, ensuring proper documentation, and assisting students as they navigate the financial aid process. Tasks will also include having responsibility for other financial aid areas such as processing scholarships, responding to verifications of information, calculating overpayments, and Financial Aid outreach.

Duties and Responsibilities

1. Review financial aid applications for programs including, but not limited to, the Federal Application for Federal Student Aid (FAFSA), the California Dream Act, and/or the California College Promise Grant to ensure the appropriate documentation and information is provided, determine the type of aid that students are eligible for, and assess a student's financial aid award amount;
2. Enters financial aid data into appropriate database/s;
3. Determine the amount of financial aid that students need to repay due to the withdrawal from school or issues with academic progress;
4. Respond to requests for verification of information from organizations regarding housing verifications and aid verifications;
5. Develop reports related to financial aid;
6. Conduct outreach activities on behalf of the financial aid department to provide information about the financial aid process and the Federal Work Study program;
   • Participate in campus and community events to represent the Financial Aid Office and share information on available programs, application processes, and deadlines.
   • Assist in developing and distributing Financial Aid informational materials for workshops, campus events on and off campus.
   • Respond to inquiries at outreach activities and presenting to students and families regarding Financial Aid
7. Contact students to notify them of incomplete documentation and ensure appropriate information is provided;
8. Guide students through the financial aid process to assist with the completion of financial aid applications;
9. File departmental documents, records, and reports;
10. Perform related duties as assigned.

Knowledge Of

1. State and Federal regulations governing financial aid;
2. District policies governing the financial aid process;
3. Family Educational Rights and Privacy Act (FERPA);
4. Principles of effective customer service;
5. Data gathering software;
6. Enterprise Resource Planning (ERP) software;
7. General office software and equipment.

Skill To

1. Apply knowledge of State, Federal, and District policies and regulations governing financial aid to ensure eligibility for different types of aid, student loans, and emergency grants; calculate the amount of aid and loans that students are eligible for; reconcile accounts and determine overpayments funds that need to be returned; respond to requests for information about student aid; and amount of aid to be returned;
2. Apply knowledge of FERPA to not disclose student information to unauthorized parties;
3. Use principles of effective customer service to communicate and assist students;
4. Use data-gathering resources to run reports, as assigned;
5. Use ERP software to enter financial aid information;
6. Use general office software and equipment to develop reports, aggregate data, and communicate with District staff and students.

Ability To

1. Ensure effective customer service during all interactions that exhibit sensitivity and an understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college students, District staff, outside agencies, and visitors;
2. Effectively maintain, update and utilize financial aid database/s;
3. Ensure the accuracy of financial aid data and the proper disbursement of funds;
4. Effectively assist students in applying for financial aid;
5. File documents accurately;
6. Communicate effectively, orally and in writing;
7. Develop and maintain effective working relationships with District staff, students, outside agencies, and visitors.

Minimum Qualifications

Any combination equivalent to an Associate's degree AND 2 years related experience or equivalent AND Must have evidence of responsiveness to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college students, as these factors relate to the need for equity-minded practices.

Physical Characteristics

(Table omitted for brevity; includes reaching, sitting, etc., seldom to several times a day. Reasonable accommodations may be made.)

Required Application Materials

1. Resume/Curriculum Vitae.
2. A cover letter addressing the listed desirable qualifications and personal/professional qualities.
3. A list of three (3) professional references including name, position, organization, phone number, email, and relationship to the applicant.
4. Unofficial copies of all college transcripts. Official sealed transcripts will be required at the time of hire.
5. Diversity question response: What does it mean to have a commitment to diversity, and how would you apply this commitment as you conduct your responsibilities in this position?

Salary Placement

Initial salary placement will be $59,748-$65,880 annually and is determined by the education, experience, and qualifications the candidate brings to the position, internal equity, and the hiring department's fiscal resources. Classified employees advance one step on the salary schedule each year and have the potential to reach the current maximum step of $76,284 annually.