Position Title:
Fixed Term - Law Financial Aid and Admissions Data Analyst and Counselor
Position Type:
Fixed Term (Fixed Term)
Hiring Range:
$28.03 - $33.65 per hour; Compensation will be based on education, experience, skills relevant to the role, and internal equity.
Pay Frequency:
Hourly
A. POSITION PURPOSE
The Law Financial Aid and Admissions Data Analyst and Counselor reports to the Director, Law Financial Aid. The Law Financial Aid and Admissions Data Analyst is responsible for reviewing financial aid records, completing financial aid packaging of federal loans and institutional scholarships. This position also provides admissions and financial aid counseling to prospective, entering, and continuing students. The Data Analyst and Counselor assesses aid eligibility for applicants, explains financing options, prepares awards, and adheres to federal, state and University policies and procedures. This position will award federal financial aid and assist with the awarding of School of Law scholarships.
B. ESSENTIAL DUTIES AND RESPONSIBILITIES
1. Award financial aid
Access and interpret federal loan databases (such as NSLDS and COD) and enterprise databases (such as Workday) while applying specific financial aid knowledge and federal aid regulations to discern available financial aid eligibility.
Awards financial aid to law students, with a primary focus on entering students.
Determines the types and amounts of financial aid awarded through the packaging process according to federal methodology and institutional policies.
Assists Director of Law Financial Aid with the coordination of batch awarding of federal financial aid with University Financial Aid Office, with primary responsibility for entering students.
Monitors individual student awards, and resolves data conflicts and overawards.
Documents all aid adjustments.
Runs and reviews reports to help ensure accurate and timely awarding and disbursement of aid to eligible students.
2. Customer Service
Provide assistance to the Director, Law Financial Aid.
Advise and communicate with prospective students, current students, and other pertinent constituencies about financial aid eligibility, requirements, availability, and individual circumstances, where appropriate.
Respond to various inquiries from internal/external audience in person, by telephone, and in writing.
Counsel prospective students with regard to the preparation necessary for enrollment to Santa Clara University, School of Law.
Conduct needs analysis in compliance with federal criteria to determine the relative eligibility of each financial aid applicant.
Keep senior management informed of issues and concerns raised by inquiries; identify and recommend changes in processes to better expedite financial aid processes (both general and student specific).
Provide counseling services for students and walk-in visitors on information regarding federal, and University financial aid.
Assist with telephone calls and other communications such as email, social media, etc.
Understand, interpret, and implement Federal regulations as they pertain to the Financial Aid Office.
Provide assistance to co-workers when required to support the admissions and financial aid processes.
Daily phone contact with other SCU offices regarding general admissions and financial aid office statuses.
3. Assists Director of Law Financial Aid with Financial Aid Operations
Maintains knowledge of federal financial aid regulations, University and School of Law policies in the areas of Return of Title IV (R2T4), Satisfactory Academic Progress (SAP), Cost of Attendance, Entrance and Exit Counseling, Consortium Agreements, Transfer Monitoring, and Verification.
4. Compliance
Keep abreast of and ensure compliance with all federal, state, university rules, regulations, policies and guidelines regarding financial aid.
Monitors updates to federal financial aid policies and regulations and works with other University staff to ensure compliance.
Regularly meets with senior staff and attends other financial aid and admissions training sessions as directed by the Senior Assistant Dean for Law Enrollment, Strategy and Operations and the Director, Law Financial Aid.
5. Provide admissions and financial aid counseling
Provides admissions counseling to prospective students and advises applicants, entering, and continuing students regarding available sources of financial aid and alternative financing.
Responds to inquiries and updates related to financial aid information on the website for the School of Law.
Conduct general admissions advising utilizing knowledge of admissions policies and procedures
Assist in financial aid onboarding plan for entering students for key financial deadlines.
Execute communications plan for matriculated students in anticipation of financial clearance deadlines.
6. Training
Attend workshops on financial aid and the admissions process as needed.
7. Other duties as assigned
Including, but not limited to, changing processes and procedures quickly to respond to the changing needs of students, the Law Financial Aid Office, and financial aid regulations.
C. PROVIDES WORK DIRECTION
May direct students workers as needed
D. RECEIVES WORK DIRECTION FROM
The Director, Law Financial Aid
E. GENERAL GUIDELINES
Provide outstanding customer service, in person, on the phone, or by email, while demonstrating patience and understanding, to families and students who are seeking Financial Aid. Also to provide excellent internal customer service to University staff and other agencies on all aspects of financial aid programs (federal, state, university, and private): policies, procedures, practices, office services, and document completion: process applications and/or documents related to aid programs.
This position may require some weekend and/or evening work.
This position may require travel beyond Santa Clara University to conferences, workshops, etc.
This position may be required to present financial aid related information to various audiences, which include forums both internal and/or external.
Recommends initiatives and implements changes to improve quality and services.
Identifies and determines cause of problems; develops and presents recommendations for improvement of established processes and practices.
Maintains contact with customers and solicits feedback for improved services.
Maximizes productivity through use of appropriate tools; planned training and performance initiatives.
Researches and develops resources that create timely and efficient workflow.
Prepares progress reports; informs supervisor of project status; and deviation from goals. Ensures completeness, accuracy and timeliness of all operational functions.
Prepares and submits reports as requested and required.
Develops and implements guidelines to support the functions of the unit.
F. QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The items below are representative of the knowledge, skills, abilities, education, and experience required or preferred.
This position requires the ability to effectively establish and maintain cooperative working relationships within a diverse multicultural environment.
Employee cannot be in default of Title IV loans.
1. Knowledge
Knowledge: Working knowledge of federal financial aid regulations and law school admissions practices and procedures.
Knowledge of federal, state, university and private assistance programs.
Knowledge of general office policies and procedures, basic office equipment operation (hardware, Microsoft Office products, etc.)
Knowledge of federal financial aid databases and enterprise systems (Workday)
Skills: Excellent writing and verbal communication skills. Strong interpersonal skills. Strong customer service orientation.
Abilities: Ability to work independently and manage multiple concurrent tasks. Demonstrable proficiency in Microsoft Office suite of products. Ability to travel and work nights and weekends as needed.
2. Skills
Excellent customer service orientation.
Excellent organizational skills.
Excellent interpersonal and teamwork skills.
Excellent communication and listening skills.
Excellent writing and editing skills.
3. Abilities
Ability to provide excellent customer service in a high traffic area.
Ability to interpret complex institutional, state, and federal regulations; exercise independent judgment in making decisions.
Ability to communicate effectively in English, both verbally and in writing.
Ability to adapt to work environment change, and relate to diverse populations.
Ability to assess situations, prioritize need and tasks, and to assist, counsel, and act accordingly.
Ability to establish and maintain effective, team-oriented, working relationships.
Ability to operate a personal computer and various software programs.
Understanding and support of Jesuit tradition of education and commitment to the fundamental values of service to others, community, and diversity.
4. Education and/or Experience
Bachelor’s degree; or equivalent of education and experience.
One to three years’ experience in customer service, financial aid, and admissions
G. PHYSICAL DEMANDS
The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. In accordance with the Americans with Disabilities Act, as amended, the California Fair Employment & Housing Act, and all other applicable laws, SCU provides reasonable accommodations for qualified persons with disabilities. A qualified individual is a person who meets skill, experience, education, or other requirements of the position, and who can perform the essential functions of the position with or without reasonable accommodation.
Considerable time is spent at a desk using a computer terminal.
Will be required to travel to other buildings on the campus.
Will be required to attend recruiting events, conferences and training sessions locally and out-of-state.
Will be required to work occasional night and weekend events in support of recruiting activities.
H. WORK ENVIRONMENT
The work environment characteristics described below are representative of those an employee encounters while performing the essential functions of this job.
Typical office environment.
Offices with equipment noise.
Offices with frequent interruptions.
Outdoor events.
Telecommute
Santa Clara University is registered to do business in the following states: California, Nevada, Oregon, Washington, Arizona, and Illinois. Employees approved to telecommute are required to perform their work within one of these states.
EEO Statement
Equal Opportunity/Notice of Nondiscrimination
Santa Clara University is an equal opportunity employer. All qualified applicants are encouraged to apply and will receive consideration for employment without regard to race, color, ethnicity, national origin, citizenship, ancestry, religion, age, sex, sexual orientation, gender, gender expression, gender identity, marital status, parental status, veteran or military status, physical or mental disability, medical conditions, pregnancy or related conditions, reproductive health decision making, or any other characteristic protected by federal, state, or local laws. For a complete copy of Santa Clara University’s equal opportunity and nondiscrimination policies, please visit the Office of Equal Opportunity and Title IX website at https://www.scu.edu/title-ix/.
Clery Notice of Availability
Santa Clara University annually collects information about campus crimes and other reportable incidents in accordance with the federal Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act. To view the Santa Clara University report, please visit the Campus Safety Services website. To request a paper copy please call Campus Safety at (408) 554-4441. The report includes the type of crime, venue, and number of occurrences.
Americans with Disabilities Act
Consistent with its obligations under the law, Santa Clara University will provide reasonable accommodations to applicants and employees with disabilities. Applicants who wish to request a reasonable accommodation for any part of the application or hiring process should contact the Department of Human Resources ADA Team at hraccommodations@scu.edu or by phone at (408)554-5750. Please note: This contact information is intended for accommodation requests only. Resumes or inquiries about application status sent to this inbox will not be reviewed or forwarded. For resumes or questions regarding application status, please contact hrservicedesk@scu.edu.
