CLASSIFICATION TITLE: Student Service Professional III
UNION CODE: R04
TEMPORARY END DATE: This position is temporary and ends on or before June 30, 2027
FT/PT: Full-time
PAY PLAN: 12-month
WORKPLACE TYPE: On-site (work in-person at business location)
ANTICIPATED HIRING RANGE: Starting salary upon appointment is not expected to exceed $5,540 per month
CSU CLASSIFICATION SALARY RANGE: $5,540 - $7,893
PAY BASIS: Monthly
BENEFITS: CSUB offers a best-in-class benefit package for eligible employees that includes an array of medical plans, choice of dental plans, vision coverage, retirement participation in CalPERS, CSU tuition waiver, up to 24 vacation days per year, sick leave with unlimited accrual, 15 paid holidays per year and more! See our benefits website for additional information.
CANDIDATES ELIGIBLE TO APPLY: Open to all qualified applicants
SPECIAL INSTRUCTIONS TO APPLICANT: FOR PRIORITY CONSIDERATION, applications must be received by June 30, 2026; however, the position will remain open until filled.
POSITION PURPOSE: Within the Division of Student Affairs and Strategic Enrollment Management (SASEM), the Office of Financial Aid and Scholarships at California State University, Bakersfield is committed to maximizing financial aid opportunities to support student access, retention, and success.
Under the general direction of the Director of Financial Aid & Scholarships, the TEACH Grant Coordinator/Financial Aid Advisor independently administers, audits, and reconciles the federal TEACH Grant Program to ensure compliance with all federal regulations, institutional policies, and audit requirements. The incumbent exercises advanced professional judgment in interpreting and applying complex financial aid regulations and serves as the campus subject matter expert for the TEACH Grant Program, providing technical guidance to staff and serving as a liaison with federal and campus partners.
In addition, the Coordinator provides in-depth counseling to students, parents, faculty, and staff regarding the financial aid process. Duties include reviewing files, evaluating exceptional circumstances, using professional judgment to determine need and eligibility for aid, monitoring satisfactory academic progress, verifying and revising financial aid files, and referring students to appropriate offices on and off campus to resolve complex issues. The Coordinator also provides financial aid advising during various campus outreach events, which may occur on weekends or evenings; participates in committees and attends professional conferences.
This position functions with a high degree of independence and professional expertise in making decisions that directly impact student eligibility and compliance with federal regulations. The incumbent contributes to policy interpretation, process improvement, and staff training within the Office of Financial Aid & Scholarships, supporting the university’s mission to ensure equitable access to financial resources.
DUTIES & RESPONSIBILITIES:
TEACH Grant Coordination
- Serve as the campus lead and subject matter expert for TEACH Grant administration and system updates, ensuring compliance with federal Title IV and Department of Education regulations.
- Independently coordinate and manage all aspects of TEACH Grant administration. Exercise independent professional judgment in evaluating exceptional or disputed cases, determining eligibility, and resolving conflicts related to grant disbursement or conversion.
- Maintain accurate and timely records of student eligibility, grants awards, and service obligations.
- Provide advanced advising and counseling to students on TEACH Grant eligibility, award processing, and service obligation requirements, including those involving complex enrollment changes, academic progress issues, or career plan modifications that may impact eligibility or conversion risk.
- Serve as a primary contact with the Chancellor’s Office, Department of Education, and auditors on TEACH Grant program matters, providing expertise and data during internal and external reviews.
- Audit and reconcile program records to maintain data integrity, prevent erroneous grant-to-loan conversions, and ensure timely submission of required reports and documentation.
- Develop and maintain procedural documentation and staff training materials, supporting campus compliance and continuous improvement of TEACH Grant administration.
Financial Aid Advising
- Provide comprehensive and in-depth financial aid counseling to students, parents, faculty, and staff, ensuring clear understanding of complex federal, state, and institutional policies.
- Exercise advanced professional judgment to review student files, evaluate exceptional circumstances, and determine need and eligibility for financial aid in accordance with regulatory and institutional guidelines.
- Verify and revise financial aid files to ensure accuracy, compliance, and appropriate awarding of aid.
- Collaborate and coordinate with multiple campus departments and external agencies to resolve complex financial, academic, or personal issues impacting student aid eligibility.
- Conduct financial aid outreach and presentations during campus and community events, which may occur on weekends or evenings, to promote financial literacy and program awareness.
- Participate in campus committees and attend professional development trainings and conferences to maintain current knowledge of financial aid regulations, technology systems, and best practices.
- Independently manage financial aid awarding, revisions, and compliance monitoring for approximately 2,000 student accounts per academic year.
- Provide frontline advising and support to students and families in person, by phone, Zoom, and email, ensuring responsive, student-centered service delivery.
Multiple Reporting Records (MRR) Resolution
- Independently review and analyze Multiple Reporting Record (MRR) files received from the U.S. Department of Education to identify discrepancies, conflicting data, or duplicate federal aid records across institutions and award years.
- Interpret and apply complex Title IV regulations to determine accurate enrollment, disbursement, and eligibility information for affected students.
- Investigate and resolve conflicts by communicating directly with students, other higher education institutions, and federal processors to determine which school holds primary eligibility to process and disburse aid.
- Submit and track corrections to federal systems, including the Common Origination and Disbursement (COD) system and the National Student Loan Data System (NSLDS), ensuring timely and compliant updates to student records.
- Maintain detailed documentation and audit-ready records of all MRR cases, including correspondence, analysis, and resolution actions, to support compliance reviews and federal audits.
- Identify patterns and recurring MRR issues and collaborate with financial aid leadership to recommend procedural or system improvements to minimize future conflicts.
- Serve as the campus subject matter expert for MRR resolution, providing guidance and training to other financial aid staff on regulatory requirements, best practices, and data management procedures.
- Ensure that all actions adhere to federal, state, and CSU regulations, and exercise sound professional judgment to protect institutional participation in Title IV aid programs.
Student & Front Office Support/Advising
- Assist students via front counter, phone, Zoom, and email with professionalism, providing accurate and timely responses to inquiries.
- Verify the accuracy and completeness of scanned and imaged documents within the student information system; troubleshoot technical issues as needed.
- Perform complex advising to students and parents regarding federal, state, and institutional aid programs, eligibility criteria, and required documentation.
- Guide students through the completion of verification forms, tax returns, SAP Petitions, Loss of Income appeals, Cost of Attendance appeals, and Dependency Overrides using CampusLogic or related systems.
- Independently resolve complex FAFSA and Dream Act issues requiring interpretation of federal and state regulations including resolution of verification errors and data mismatches.
- Respond to inquiries by phone, email, and in person with professionalism and discretion, applying sound judgment to resolve diverse student situations.
- Educate students on financial literacy, responsible borrowing, and loan repayment options, promoting informed financial decision-making.
- Maintain accurate documentation of advising sessions and student communications in compliance with FERPA and university policies.
- Participate in outreach and recruitment events to promote financial aid programs and assist prospective and continuing students.
CalKids & Americorps Program Administration
- Independently verify eligibility and manage awarding processes for the CalKids and AmeriCorps programs.
- Maintain audit-ready records and coordinate with Student Financial Services for timely disbursements.
REQUIRED QUALIFICATIONS: EDUCATION & EXPERIENCE – Equivalent to graduation from a four-year college or university in a related field, including or supplemented by upper division or graduate course work in counseling techniques, interviewing, and conflict resolution where such are job-related and equivalent to three (3) years of progressively responsible professional student services work experience. A master’s degree in Counseling, Clinical Psychology, Social Work, or a directly related field may be substituted for one year of experience. A doctorate degree and the appropriate internship or clinical training in counseling or guidance may be substituted for the three years of experience for positions with a major responsibility for professional career or personal counseling.
SKILLS, KNOWLEDGE & ABILITIES (SKA’s):
- Regular and reliable attendance is required.
- Thorough knowledge of the principles of individual and group behavior.
- General knowledge of individual counseling techniques.
- General knowledge, or the ability to rapidly acquire such knowledge, of the organizational procedures and activities of the specific campus to which the position is assigned.
- Working knowledge of student services programs outside the program to which immediately assigned.
- Ability to analyze complex situations accurately and adopt effective courses of action.
- Ability to advise students individually and in groups on complex student related matters.
- Ability to determine appropriate courses of action and proper techniques to utilize while engaged with individuals in personal interactions of an argumentative or sensitive nature.
- Ability to interpret and evaluate descriptions and explanations of problems brought forward by individuals or student organizations, analyze and define the problem, draw valid conclusions and project consequences of various alternative courses of action.
- Ability to carry out a variety of professionally complex assignments without detailed instructions.
- Advanced knowledge of Title IV programs, TEACH Grant policy, and federal data systems (COD, NSLDS, CPS).
- Knowledge of and ability to interpret and apply federal, state and institutional financial aid programs, policies, and procedures (especially the Federal Pell grant program and the federal Common Origination & Disbursement system).
- Demonstrated customer service experience requiring a very high level of diplomacy and professionalism.
- Ability to use tact and diplomacy to effectively handle a broad range of high-level and sensitive interpersonal situations with diverse personalities, and to respond appropriately to conflicts and problems.
- Ability to initiate, establish, and foster communication and teamwork by maintaining a positive, cooperative, productive work atmosphere in the University, with the ability to establish and maintain effective working relationships within a diverse population and with those from various cultural backgrounds.
- Excellent communication skills; ability to effectively communicate information in a clear and understandable manner.
- Thorough knowledge of English grammar, spelling, and punctuation.
- Ability to interpret, communicate, and apply policies and procedures.
- Ability to maintain a high degree of confidentiality.
- Excellent organizational and time management skills with the ability to set own priorities to coordinate multiple assignments with fluctuating and time-sensitive deadlines.
- Excellent computer skills and competence with a variety of computer applications, including word-processing, spreadsheets, databases, online systems, Internet as well as online calendaring and email.
- Working knowledge of or ability to quickly learn University infrastructure.
PREFERRED QUALIFICATIONS:
- Master's degree in one of the behavioral sciences, public or business administration, or job job-related field.
- PeopleSoft experience in a college or university financial aid office.
- Demonstrated skills in an institutional/educational environment possessing a customer-oriented and service-centered attitude.
PHYSICAL DEMANDS: SEDENTARY WORK – involves mainly sitting; minimal walking and standing; lifting light weight objects limited to 15 pounds.
SPECIAL CONDITIONS
SCREENING: Only those applicants possessing experience most directly related to the immediate needs of the office will be invited to appear before a Qualifications Appraisal Board for the purpose of appraising training, experience, and interest in the position.
BACKGROUND CHECK: Satisfactory completion of a background check (including a criminal records check) is required for employment. CSU will make a conditional offer of employment, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was conditionally offered the position.
Education Code 89521 Requirements: Applicants will be required to disclose whether they have received a final administrative decision or final judicial decision determining that they have committed sexual harassment within the last seven years only after a determination is made that they meet the minimum qualifications for the position, and before an offer of employment is extended. Applicants who reach the final stages of the application process must sign a release form that authorizes the release of information by the applicant’s current and/or former employers to the CSU concerning any substantiated allegations of misconduct.
SENSITIVE POSITION: Sensitive positions are designated by the CSU as requiring heightened scrutiny of individuals holding the position, based on potential for harm to children, concerns for the safety and security of the people, animals, or property, or heightened risk of financial loss to the CSU or individuals in the university community.
MANDATED REPORTER: The person holding this position is considered a limited 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, revised July 21, 2017.
GENERAL INFORMATION: It is the policy of California State University, Bakersfield to hire only United States citizens and aliens lawfully authorized to work in the United States. All new employees will be required to present documentation verifying their right to accept employment. You will also be requested to present a social security card at the time of initial appointment in compliance with state payroll regulations. State regulations require that every state employee sign the Oath of Allegiance prior to commencing the duties of his/her state employment, except legally employed non-citizens. These individuals are required to sign the Declaration of Permission to Work.
The California State University (“CSU”), including California State University, Bakersfield is committed to an inclusive and equitable community that values diversity and fosters mutual respect. All students and employees have the right to participate fully in CSU programs, activities, admission, and employment free from discrimination, harassment, sexual misconduct, sexual exploitation, dating violence, domestic violence, stalking and retaliation. The CSU Nondiscrimination Policy prohibits discrimination and harassment based on any protected status, sexual harassment, sexual misconduct, sexual exploitation, dating violence, domestic violence, stalking, prohibited consensual relationships, and retaliation.
Campus contact for our Nondiscrimination policy is Allan Williams, AVP of Civil Rights and Compliance, (661) 654-2713.
