State Grants Coordinator/ Financial Aid Counselor - Student Services Professional II (503806)

  • Cal State University (CSU) East Bay
  • Hayward, California
  • Jun 23, 2022
Full Time Accounting and Finance Education and Training Fundraising or Grants Administration Human and Social Services Legal Services

Job Description


Salary and Benefits

Salary Range: $4,304.00/month to $6,120.00/month. PLEASE NOTE: The starting salary placement depends on qualifications and experience and is anticipated to be in the range of $4,304.00/month to $5,212.00/month.

Cal State East Bay offers a broad range of benefits that includes medical, dental, vision, retirement (CalPERS), 401k, 457, 403(b), dependent and health care reimbursement accounts, life insurance, vacation and sick, 13 paid holidays, one personal holiday and tuition fee waiver.

For more information on the benefits program, please visit

About Cal State East Bay

Cal State East Bay's beautiful main campus is located in the Hayward hills with panoramic views of the San Francisco Bay shoreline. Situated above the city of Hayward, the campus offers an ideal setting for teaching and learning and yet easy access to the many cities along the bay. The University has a satellite campus in Concord, a professional development center in Oakland and a significant presence online. Founded in 1957, Cal State East Bay is one of 23 universities of the California State University system (CSU). With an enrollment over 15,800 students, Cal State East Bay is recognized as a regionally engaged and globally oriented university with a strong commitment to academic innovation, student success, engaged and service learning, diversity, and sustainability.

About the Position

The State Grants Coordinator will be responsible administration and reconciliation of all State Grants including but not limited to Cal Grant, Chaffee Grant, CA National Guard Grant, Child Development Grant, Middle Class Scholarship, and other State Grants as available. As the resident expert of State Aid Administration, the incumbent will serve as the subject matter expert of State Aid and will be the primary adviser and communications coordinator to all recipients of financial aid from the California Student Aid Commission. The Coordinator will maintain policy documentation and institutional reporting to insure institutional compliance. The Coordinator will review eligibility, advise in awarding of allocated funds, and advise internal and external stakeholders of requirements. Additionally, the Coordinator will assist with the customer service needs of the Financial Aid Office, which can include phone, chat, and email shifts.

The Financial Aid Counselor provides excellent service and guidance to prospective, new and current students and their families throughout the financial aid application process; determines eligibility within the parameters of institutional, state and federal requirements. Exercises independent judgement in the management of operational details of the financial aid process. Maintains knowledge of policies of other departments (registrar, student accounts, human resources, athletics, etc) and understands the impact of them on a student's financial aid eligibility. Oversees the administration of both federal and private loans for CPS. This includes certification of all Parent Plus and private education loans, resolving issues between the university's system and the Department of Education. Participates in state, regional and national professional development activities to ensure a complete understanding of federal and state regulations and remain current on changes to the federal and state, regional and national professional development activities to ensure a complete understanding of federal and state regulations and remain current on changes to the federal and state programs. Utilizes conflict resolution skills to help students and parents to understand challenges and identify potential solutions. Maintains student confidentiality in accordance with FERPA regulations. Other duties as assigned.


State Grants Coordination
  • Works collaboratively with alt units within Financial Aid, the Student Fiscal Services Office, the Enrollment Management leadership team and the California Student Aid Commission and be the subject matter expert in student advising with regards to State Aid
  • (CSAC) Administer the delivery of state aid funds to students and advise according to individual eligibility
  • Oversees the State Aid portfolio and be the primary point of contact in State Aid administration and student counseling
  • Award, Middle Class Scholarship, and other state grant programs as available and communicate eligibility and requirements to student recipients
  • The incumbent Is expected to stay current with CSAC program eligibility changesand requirements, as well as the WebGrants systems related updates and effectively communicate all CSAC updates/alerts for the operational team and student recipients on a regular basis
  • Utilizes state aid institutional reporting and reconciliation platforms to ensure proper awarding and advising to students in addition to accurate accounting to state and institutional stakeholders
  • Develops and interprets policy and procedure, and assists staff, students, and other programs coordinators
  • Assists and advises students and parents on all aspects of aid programs, and eligibility requirements
  • In all situations dealing with students and the general public, knowledge of basic counseling techniques, aid program requirements, resource availability, and methods of assisting emotionally distressed individuals is applied
  • Reviews system-generated need analyses/awards to advise students, modify awards as needed and ensures compliance with federal and state laws, regulations, policies and procedures
  • Works with the Financial Aid Business Analyst to identify ad hoc reports as needed/requested and prepare/review related state reports to reconcile or resolve discrepancies and maintain records
  • Input data as required for eligibility determination for CA Chaffee Grant Program and communicates eligibility and requirements to recipients
  • Administers in Grant AB840 E2 Verification Audit Process and contacts students to encourage timely submission of necessary documentation
  • Works with Colleges and Departments to administer Golden State and Work Study programs administered by CSAC to ensure proper counseling and student services
  • Participates in Annual training and professional organizations to keep abreast of new information and program changes to be implemented

Verification/Financial Aid Counseling/Outreach Responsibilities
  • Accurately perform Need Analysis using PeopleSoft to determine aid eligibility
  • Review and analyze student and parent documents, including Tax Return Transcripts, income certifications, and household size forms, prior to performing data input
  • Correspond with and counsels students and parents in order to resolve conflicting information and resolve conflicting information when clarification of submitted data is required.
  • Review student documents and make determinations on citizenship and Selective Service status using guidelines established by the appropriate agencies.
  • Set appropriate indicators in PeopleSoft and enter individual student comments when necessary
  • Maintain current knowledge of financial aid verification requirements • V4 & V5 reporting
  • Unusual Enrollment (UEH) review and resolution
  • Provide advising throughout the financial aid process to prospective, new and current students and their families. Must have a thorough knowledge of available types of financial aid, scholarships, and general student eligibility criteria
  • Exercises independent judgement in the management of operational details of the financial aid process including but not limited to:

- Reviews incoming financial aid application and any supporting documentation needed to determine the accuracy of the financial and household information reported on the FAFSA. This requires knowledge of not only federal financial aid regulations but IRS tax laws and how they relate to federal financial aid.

- Complete assigned duties with a high degree of accuracy to ensure compliance while experiencing multiple interruptions.

- Exercise great attention to detail when completing assignments as error in judgement or calculations could result in unintended consequences for the student and/or the institution such as under or over funding of a student, loss of student eligibility, audit findings, fines, damage to school's reputation or loss of institutional eligibility.

- Has the authority to recalculate and makes changes to financial aid awards when student's eligibility changes.
  • Maintain knowledge of policies of other departments (registrar, student accounts, human resources, athletics, etc) and understand the impact of them on a student's financial aid eligibility
  • Utilize conflict resolution skill set to assist students and parents, helping them to understand the situation and identify potential solutions to challenges
  • Maintain student confidentiality in accordance with FERPA regulations
  • Perform need assessment and examine verification documents to ensure compliance with Federal and State awarding regulations
  • Maintain knowledge base and understanding of all regulations and policies to the administration of Federal, State, and institutional aid programs
  • Conduct financial aid presentations and various workshops on and off campus
  • Attend conferences and seminars to keep abreast of changing financial aid regulations

Required Qualifications
  • Ability to quickly grasp Federal, State, and institutional regulations
  • Customer service experience with the ability to provide advice and guidance on difficult issues/ regulations
  • Understand FERPA and maintain confidentiality
  • Excellent oral and written communication skills
  • Ability to conduct financial aid workshops/presentations as needed
  • Maintain a professional demeanor and empathize with students
  • Ability to work independently in scheduling opportunities continuing training
  • Attends workshops sponsored by the Department of Education and State affiliates
  • Proficient in MS Excel, MS Word, MS Powerpoint

Minimum Qualifications


Possession of these knowledge and abilities is typically demonstrated through the equivalent of two years of professional experience in one of the student services program areas or in a related field; experience should give evidence of competence and indicate the potential for further growth. A master's degree in a job-related field may be substituted for one year of the professional experience.


Equivalent to graduation from a four-year college or university in one of the behavioral sciences, public or business administration or a job-related field. Additional specialized experience during which the applicant has acquired and successfully applied the knowledge and abilities shown above may be substituted for the required education on a year-for-year basis.

Preferred Skills and Knowledge
  • Two years of Financial Aid or higher education experience
  • Experience with PeopleSoft
  • Familiar with WebGrants

Condition(s) of Employment

Satisfactory completion of a background check (including LiveScan, as appropriate), that may include, but is not limited to: criminal records check, verification of academic credentials, licenses, certificates, credit history, professional references and/or verification of work history is required for employment. Cal State East Bay will issue a conditional offer of employment to the selected candidate, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Unsatisfactory results may also affect the continued employment of current Cal State East Bay employees who were conditionally offered the position.

All background checks are conducted through the university's third party vendor, Accurate. LiveScan is conducted through the University Police Department.

EEO Statement

As an Equal Opportunity Employer, Cal State East Bay does not discriminate on the basis of any protected categories: age, ancestry, citizenship, color, disability, gender, immigration status, marital status, national origin, race, religion, sexual orientation, or veteran's status. The University is committed to the principles of diversity in employment and to creating a stimulating learning environment for its diverse student body.

Other Information

All California State University campuses, including Cal State East Bay, are smoke and tobacco-free. For more information, please visit our website at

In compliance with state and federal crime awareness and campus security legislation, including The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, the Cal State East Bay Annual Campus Security Report is available at:


Cal State East Bay is not a sponsoring agency for Staff or Management positions.

Mandated Reporter

The incumbent in this position may be considered a mandated reporter under the California Child Abuse and Neglect Reporting Act and will be required to comply with requirements set forth in the CSU Executive Order 1083 as a condition of employment.

CSU Vaccination Policy

CSU requires faculty, staff, and students who are accessing campus facilities to be immunized against COVID-19 or declare a medical or religious exemption from doing so. Any candidates advanced in a currently open search process should be prepared to comply with this requirement. The systemwide policy can be found at https://calstate.policystat. com/policy/9779821/latest/ and questions may be sent to

Closing Date/Time: Open until filled

Remote-eligible (Remote work is a type of flexible working arrangement that allows an employee to work from remote location)


Job Address

Hayward, California 94542 United States View Map