Financial Aid Specialist - Higher Education

Summary

About California Miramar University

California Miramar University is a DEAC-accredited, career-focused university serving a diverse community of domestic and international students through undergraduate, graduate, and certificate programs. As our university continues to grow, we are building a talented and collaborative team committed to helping students succeed. Team members have the opportunity to make a meaningful difference in students' academic journeys while developing their own skills, expanding their careers, and contributing to a supportive and student-centered community.

About the Role

California Miramar University is seeking a full-time Financial Aid Specialist to guide students through the financial aid process, from FAFSA completion through disbursement. Working closely with the Financial Aid Director and Finance Department, this role serves as a primary point of contact for student financial aid inquiries, maintains accurate and compliant financial aid records, and helps ensure financial aid is awarded and processed accurately and on time.

The ideal candidate brings working knowledge of Federal Student Aid (Title IV) programs, strong attention to detail, and a student-first approach to communication and follow-up.

Key Responsibilities

The responsibilities below follow the student financial aid lifecycle, from first contact through disbursement and audit. This list is representative and not exhaustive.

Student Support and Communication

• Serve as a primary point of contact for student financial aid questions by email, phone, and in person.
• Counsel students on financial aid eligibility, available aid programs, application requirements, required documentation, and next steps.
• Guide students through the FAFSA, verification requirements, entrance counseling, and Master Promissory Note (MPN) requirements.
• Explain award letters, financial aid packages, revisions, and how enrollment status, outside funding, verification results, and other changes may affect eligibility.
• Explain federal student loan requirements, borrowing considerations, and available repayment resources; direct students to appropriate loan servicers or resources for repayment questions requiring specialized guidance.
• Help students understand how Satisfactory Academic Progress (SAP), course withdrawals, or changes in enrollment may affect their aid. Refer complex cases, appeals, and situations requiring professional judgment to the Financial Aid Director.
• Follow up promptly on missing or incomplete documents, monitor outstanding requests, and help resolve issues that could delay processing or disbursement.
• Communicate with parents or other authorized parties when permitted by applicable privacy requirements and university policy.
• Maintain confidentiality and exercise sound judgment when handling sensitive student and financial information.

Application Processing and Verification

• Review financial aid files for completeness, accuracy, and eligibility.
• Complete federal and institutional verification, including reviewing ISIR output, collecting and reviewing required documentation, resolving conflicting information, and submitting corrections as needed.
• Maintain accurate, organized financial aid records and student information.
• Document file reviews, eligibility decisions, award adjustments, and communications in the appropriate systems.

Awarding and Loan Administration

• Prepare, process, and issue student financial aid award letters.
• Package and revise aid in accordance with applicable federal, state, institutional, and program requirements.
• Process award revisions resulting from enrollment changes, verification outcomes, or receipt of additional funding.
• Certify and originate Direct Loan awards through the Common Origination and Disbursement (COD) system.
• Report applicable enrollment status changes to the National Student Loan Data System (NSLDS).
• Support Satisfactory Academic Progress (SAP) evaluations and Return to Title IV (R2T4) calculations for students who withdraw.

Disbursement and Finance Coordination

• Work with Finance to coordinate financial aid disbursements, student account balances, refunds, credit balances, and reconciliation of financial aid activity.
• Research and help resolve discrepancies between financial aid records and student accounts in coordination with the Financial Aid Director and Finance.
• Communicate with students and relevant departments about issues affecting aid posting or disbursement.

Compliance, Reporting, and Department Support

• Ensure assigned activities comply with applicable federal, state, and university financial aid regulations, policies, and procedures.
• Stay current on changes to financial aid regulations, policies, systems, and processing requirements.
• Prepare financial aid reports, correspondence, and documentation.
• Support audits, compliance reviews, and regulatory reporting by gathering records and responding to requests for information.
• Provide operational and administrative support to the Financial Aid Director, including file reviews, reporting, and assigned projects.
• Collaborate with the Registrar, Admissions, Student Services, Finance, and other departments to support students and meet institutional deadlines.
• Assist with other financial aid office duties and peak-period processing as assigned.

Minimum Qualifications

• Bachelor’s degree in business administration, finance, education, accounting, or a related field.
• At least three years of experience in financial aid administration or a similar role, including administering or supporting Title IV programs.
• Hands-on experience completing federal verification and preparing student award letters.
• Working knowledge of Title IV programs and requirements, including the FAFSA, Pell Grants, Direct Loans, verification, SAP, R2T4, entrance counseling, and MPNs.
• Familiarity with Federal Student Aid systems, such as COD, NSLDS, and StudentAid.gov.
• Experience using a student information or financial aid management system.
• Strong student counseling and communication skills, including the ability to explain financial aid eligibility, award packages, requirements, and next steps in clear, supportive language.
• Ability to assess student questions, provide accurate guidance, prioritize requests, and recognize when a matter should be escalated.
• Strong written and verbal communication skills and a student-service orientation.
• High level of accuracy, organization, attention to detail, and discretion.
• Proficiency in Microsoft Office, particularly Excel, Outlook, and Word.
• Ability to work full-time and fully on-site at the San Diego campus.

Preferred Qualifications

• Experience with Populi.
• Experience coordinating with Finance or Student Accounts on disbursements, refunds, credit balances, and reconciliations.
• Experience supporting financial aid audits, compliance reviews, or regulatory reporting.
• NASFAA credentials, such as the FSA Credential or Certified Financial Aid Administrator designation.

What Success Looks Like in This Role

• Students receive clear, timely, and supportive answers to their financial aid questions.
• Files and awards are processed accurately and within regulatory and institutional deadlines.
• Missing documents and processing issues are identified and followed up on promptly.
• Disbursement and student account discrepancies are researched and communicated to the right partners.
• Sensitive student situations and file discrepancies are escalated appropriately.
• The specialist adapts to changing regulations, systems, and processes while maintaining careful documentation and confidentiality.

Work Environment

The work environment characteristics below are representative of those an employee may encounter while performing the essential functions of this position:

• Primarily an indoor office environment at the San Diego campus.
• Regular use of a computer, telephone, and other standard office equipment.
• Frequent interaction with students, colleagues, and other campus visitors.
• Frequent interruptions and competing requests, particularly during peak financial aid periods.
• Occasional equipment noise typical of an office environment.

Why Join California Miramar University

• Support students through one of the most consequential parts of their enrollment experience.
• Work directly with the Financial Aid Director and the Finance Department.
• Build expertise across the full Title IV lifecycle, from application through disbursement.
• Contribute to a growing, student-centered university.
• Develop professionally alongside a collaborative team.

Pay: $28.00 - $35.00 per hour

Job Type: Full-time, on-site

Benefits:

• Dental insurance
• Employee assistance program
• Health insurance
• Paid time off
• Vision insurance

Job Description

About California Miramar University

California Miramar University is a DEAC-accredited, career-focused university serving a diverse community of domestic and international students through undergraduate, graduate, and certificate programs. As our university continues to grow, we are building a talented and collaborative team committed to helping students succeed. Team members have the opportunity to make a meaningful difference in students' academic journeys while developing their own skills, expanding their careers, and contributing to a supportive and student-centered community.

About the Role

California Miramar University is seeking a full-time Financial Aid Specialist to guide students through the financial aid process, from FAFSA completion through disbursement. Working closely with the Financial Aid Director and Finance Department, this role serves as a primary point of contact for student financial aid inquiries, maintains accurate and compliant financial aid records, and helps ensure financial aid is awarded and processed accurately and on time.

The ideal candidate brings working knowledge of Federal Student Aid (Title IV) programs, strong attention to detail, and a student-first approach to communication and follow-up.

Key Responsibilities

The responsibilities below follow the student financial aid lifecycle, from first contact through disbursement and audit. This list is representative and not exhaustive.

Student Support and Communication

• Serve as a primary point of contact for student financial aid questions by email, phone, and in person.
• Counsel students on financial aid eligibility, available aid programs, application requirements, required documentation, and next steps.
• Guide students through the FAFSA, verification requirements, entrance counseling, and Master Promissory Note (MPN) requirements.
• Explain award letters, financial aid packages, revisions, and how enrollment status, outside funding, verification results, and other changes may affect eligibility.
• Explain federal student loan requirements, borrowing considerations, and available repayment resources; direct students to appropriate loan servicers or resources for repayment questions requiring specialized guidance.
• Help students understand how Satisfactory Academic Progress (SAP), course withdrawals, or changes in enrollment may affect their aid. Refer complex cases, appeals, and situations requiring professional judgment to the Financial Aid Director.
• Follow up promptly on missing or incomplete documents, monitor outstanding requests, and help resolve issues that could delay processing or disbursement.
• Communicate with parents or other authorized parties when permitted by applicable privacy requirements and university policy.
• Maintain confidentiality and exercise sound judgment when handling sensitive student and financial information.

Application Processing and Verification

• Review financial aid files for completeness, accuracy, and eligibility.
• Complete federal and institutional verification, including reviewing ISIR output, collecting and reviewing required documentation, resolving conflicting information, and submitting corrections as needed.
• Maintain accurate, organized financial aid records and student information.
• Document file reviews, eligibility decisions, award adjustments, and communications in the appropriate systems.

Awarding and Loan Administration

• Prepare, process, and issue student financial aid award letters.
• Package and revise aid in accordance with applicable federal, state, institutional, and program requirements.
• Process award revisions resulting from enrollment changes, verification outcomes, or receipt of additional funding.
• Certify and originate Direct Loan awards through the Common Origination and Disbursement (COD) system.
• Report applicable enrollment status changes to the National Student Loan Data System (NSLDS).
• Support Satisfactory Academic Progress (SAP) evaluations and Return to Title IV (R2T4) calculations for students who withdraw.

Disbursement and Finance Coordination

• Work with Finance to coordinate financial aid disbursements, student account balances, refunds, credit balances, and reconciliation of financial aid activity.
• Research and help resolve discrepancies between financial aid records and student accounts in coordination with the Financial Aid Director and Finance.
• Communicate with students and relevant departments about issues affecting aid posting or disbursement.

Compliance, Reporting, and Department Support

• Ensure assigned activities comply with applicable federal, state, and university financial aid regulations, policies, and procedures.
• Stay current on changes to financial aid regulations, policies, systems, and processing requirements.
• Prepare financial aid reports, correspondence, and documentation.
• Support audits, compliance reviews, and regulatory reporting by gathering records and responding to requests for information.
• Provide operational and administrative support to the Financial Aid Director, including file reviews, reporting, and assigned projects.
• Collaborate with the Registrar, Admissions, Student Services, Finance, and other departments to support students and meet institutional deadlines.
• Assist with other financial aid office duties and peak-period processing as assigned.

Minimum Qualifications

• Bachelor’s degree in business administration, finance, education, accounting, or a related field.
• At least three years of experience in financial aid administration or a similar role, including administering or supporting Title IV programs.
• Hands-on experience completing federal verification and preparing student award letters.
• Working knowledge of Title IV programs and requirements, including the FAFSA, Pell Grants, Direct Loans, verification, SAP, R2T4, entrance counseling, and MPNs.
• Familiarity with Federal Student Aid systems, such as COD, NSLDS, and StudentAid.gov.
• Experience using a student information or financial aid management system.
• Strong student counseling and communication skills, including the ability to explain financial aid eligibility, award packages, requirements, and next steps in clear, supportive language.
• Ability to assess student questions, provide accurate guidance, prioritize requests, and recognize when a matter should be escalated.
• Strong written and verbal communication skills and a student-service orientation.
• High level of accuracy, organization, attention to detail, and discretion.
• Proficiency in Microsoft Office, particularly Excel, Outlook, and Word.
• Ability to work full-time and fully on-site at the San Diego campus.

Preferred Qualifications

• Experience with Populi.
• Experience coordinating with Finance or Student Accounts on disbursements, refunds, credit balances, and reconciliations.
• Experience supporting financial aid audits, compliance reviews, or regulatory reporting.
• NASFAA credentials, such as the FSA Credential or Certified Financial Aid Administrator designation.

What Success Looks Like in This Role

• Students receive clear, timely, and supportive answers to their financial aid questions.
• Files and awards are processed accurately and within regulatory and institutional deadlines.
• Missing documents and processing issues are identified and followed up on promptly.
• Disbursement and student account discrepancies are researched and communicated to the right partners.
• Sensitive student situations and file discrepancies are escalated appropriately.
• The specialist adapts to changing regulations, systems, and processes while maintaining careful documentation and confidentiality.

Work Environment

The work environment characteristics below are representative of those an employee may encounter while performing the essential functions of this position:

• Primarily an indoor office environment at the San Diego campus.
• Regular use of a computer, telephone, and other standard office equipment.
• Frequent interaction with students, colleagues, and other campus visitors.
• Frequent interruptions and competing requests, particularly during peak financial aid periods.
• Occasional equipment noise typical of an office environment.

Why Join California Miramar University

• Support students through one of the most consequential parts of their enrollment experience.
• Work directly with the Financial Aid Director and the Finance Department.
• Build expertise across the full Title IV lifecycle, from application through disbursement.
• Contribute to a growing, student-centered university.
• Develop professionally alongside a collaborative team.

Pay: $28.00 - $35.00 per hour

Job Type: Full-time, on-site

Benefits:

• Dental insurance
• Employee assistance program
• Health insurance
• Paid time off
• Vision insurance