State Grants Coordinator (Student Services Professional IV) - Office of Student Financial Aid (515291)

  • Cal State University (CSU) San Francisco
  • San Francisco, California
  • Jun 28, 2022
Full Time Accounting and Finance Education and Training Fundraising or Grants Administration

Job Description


Working Title

State Grants Coordinator

SF State University

San Francisco State is an Equal Opportunity Employer and does not discriminate against persons on the basis of race, religion, color, ancestry, age, disability, genetic information, gender, gender identity, gender expression, marital status, medical condition, National origin, sex, sexual orientation, covered veteran status, or any other protected status. Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose by contacting the Senior Human Resources Manager.

Applicants may visit for more information on SF State's policy prohibiting discrimination, and how to file an online report using the procedures under Executive Order 1096 Revised. Inquiries can be directed to the campus Title IX Coordinator and Discrimination, Harassment, and Retaliation Administrator by calling (415) 338-2032 or emailing

San Francisco State is a 100% Smoke/Vapor-Free Campus. Smoking or Vaping of any tobacco/plant-based substance is not permitted on any University properties.

The person holding this position may be considered a "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 as a condition of employment.

This position may be a "designated position" in the California State University's Conflict of Interest Code. The successful candidate accepting this position may be required to file Conflict of Interest forms subject to the regulations of the Fair Political Practices Commission.


The Office of Student Financial Aid (OSFA) strives to support students throughout the financial aid process. OSFA has the overall responsibility of administering federal and state financial aid and scholarships for SF State University. We determine the eligibility, awarding, and the conditions in which federal and state aid may be disbursed.

Appointment Type

This is a one-year probationary position.

Time Base

Full-Time (FTE 1.0)

Work Schedule

Monday through Friday; from 8:00am to 5:00pm

Anticipated Hiring Range

$5,351 to $5,600 per month ($64,212 to $67,200 annually)

Salary is commensurate with experience.

Position Summary

Reporting to the Assistant Director & Financial Student Aid & Compliance Officer, the State Grants Coordinator is responsible for the administration and reconciliation of all State Grants including, but not limited to, Cal Grant, Chaffee Grant, CA Military Department GI Bill, Dream Loan, Golden State Teach Grant, Middle Class Scholarship, and other State Grants as they are created. As the resident expert of State Aid Administration, the incumbent serves as the subject matter expert of State Aid and is the primary adviser and communications coordinator to all recipients of financial aid from any state program. The incumbent maintains policy documentation and institutional reporting to insure institutional compliance. The incumbent reviews eligibility, advises in awarding of allocated funds, and advises internal and external stakeholders of requirements. Additionally, the incumbent assists with the customer service needs of the Financial Aid Office, which can include phone, in person counseling, and email shifts.

Position Information

State Grants Coordination
  • Works collaboratively with all units within Financial Aid, the Bursar Office, the Enrollment Management leadership team and the California Student Aid Commission (CSAC) and be the subject matter expert in student advising with regards to State Aid;
  • Administers 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;
  • Awards state grant programs as available and communicates eligibility requirements to student recipients;
  • Stays current with CSAC program eligibility changes and requirements, as well as the WebGrants systems related updates and effectively communicate all CSAC updates/alerts for the Financial Aid 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 policies and procedures, and assists staff, students, and other programs coordinators;
  • Assists and advises students and parents on all aspects of aid programs, and eligibility requirements;
  • 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 prepares/reviews related state reports to reconcile or resolve discrepancies and maintain records;
  • Inputs 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; and
  • Participates in annual/regular trainings and professional organizations to stay abreast of new information and program changes to be implemented.

Financial Aid Counselor
  • Serves as lead to staff who are reviewing and verifying accuracy of FAFSA data against submitted supporting documentation and federal tax documents; is responsible for the completion of this task in a timely manner; and provides updated information to the Financial Aid leadership team regarding the status of verification of FAFSA data;
  • Executes priorities set by the Division of Enrollment Management with regards to completion of verification to increase the University's enrollment with incoming new students;
  • Analyzes complex student issues pertaining to financial aid involving unusual, sensitive, and complex circumstances to facilitate mutually acceptable resolution and provides comprehensive advisement and utilize counseling techniques to achieve said resolution;
  • Reviews and analyzes complex financial documents to verify and assess applicant's resource;
  • Interprets and applies broad knowledge of Federal, State and institutional financial aid administration policy to package and administers aid to eligible applicants;
  • Exercises decision making authority to change or adjust financial aid awards to applicant with special needs or circumstances; and
  • Follows up with students and parents in order to resolve discrepancies or other issues.

Provide In-Person Assistance in the One Stop
  • Provides student and parent in-person counseling at the One Stop Student Services Center, answering telephone calls, and responding to email inquiries, and while attending campus-wide events and activities;
  • Problem solves to ensure that students are being accurately awarded and receiving their financial aid funds in a timely manner; and
  • Represents financial aid at campus recruitment, retention and outreach events and programs as needed.

Other Duties as Assigned

Minimum Qualifications

Knowledge and Abilities:

The following knowledge and abilities as well as those listed at lower levels in the Student Services Professional series are required for appointment to this classification.

Thorough knowledge of the policies, procedures, and practices of the program area to which assigned or the ability to quickly acquire such knowledge. General knowledge of the policies, practices, and activities of Student Services programs outside the program to which immediately assigned; general knowledge of the principles, problems and methods of public administration, including organizational, personnel and fiscal management; general knowledge of statistical and research methods.

Ability to carry out very complex assignments without detailed instructions; advise students individually or in groups on varied and complex matters; determine the appropriate course of action and proper techniques to utilize while engaged with individuals and groups in personal interactions of a sensitive nature; reason logically and analyze and solve organizational and operational problems of one or several program areas; plan, coordinate and initiate actions necessary to implement administrative or group decisions or recommendations; analyze and define complex organizational, policy or procedural problems, collect and evaluate data, draw valid conclusions and project consequences of various alternative courses of action; understand the roles and responsibilities of others and to gauge relationships accordingly by taking into account the variety of the interrelationships, motivations and goals of the members of the organization served; and establish and maintain effective, cooperative and harmonious working relationships in circumstances which involve the denial of requests or the necessity to persuade others to accept a different point of view.


Possession of these knowledge and abilities is typically demonstrated through the equivalent of four years of progressively responsible professional student services work experience which includes experience in advising students individually and in groups, and in analysis and resolution of complex student services problems.

A master's degree in Counseling, Clinical Psychology, Social Work, or a job-related field may be substituted for one year of professional experience. A doctorate degree and the appropriate internship or clinical training in counseling, guidance, or a job-related field may be substituted for two years of the required professional experience for positions with a major responsibility for professional, personal or career counseling.


Equivalent to graduation from a four-year college or university in a related field plus upper division or graduate course work in counseling techniques, interviewing and conflict resolution where such are job related.

Preferred Qualifications
  • Experience in a higher education setting.
  • Experience providing excellent customer service.
  • Experience assisting and advocating for students and parents and helping them navigate through the Financial Aid processes.
  • Demonstrated experience working in student services.
  • Excellent writing, oral communication, interviewing, and counseling skills.
  • Detail oriented.
  • Ability to learn and interpret regulations and policies.
  • Ability to work in highly automated environment.
  • Experience with federal loan and grant programs.
  • Familiarity with Oracle Campus Solutions (CS), United States Department of Education electronic access: National Student Loan Data System (NSLDS) and Common Origination & Disbursement System (COD) websites.

  • Repetitive wrist/finger motions with use of a computer.
  • Sustained computer use.
  • Must be able to work in a customer services environment and travel off-campus to facilitate and/or attend workshops or events.
  • Must be available to work during evenings and weekends, as needed.
  • Must be able to competently interact with a culturally and ethnically diverse population of students, faculty and staff.

Pre-Employment Requirements

This position requires the successful completion of a background check.

Eligibility to Work

Applicants must be able to provide proof of US Citizenship or authorization to work in the United States, within three business days from their date of hire.


Threaded through our Total Compensation package is a commitment to Bridging Life's Transitions. SF State is committed to providing our employees with a comprehensive program that rewards efforts that are appreciated by your colleagues, students and the customers we serve.

We offer a competitive compensation package that includes Medical, Dental, Vision, Pension, 401k, Healthcare Savings Account, Life Insurance, Disability Insurance, Vacation and Sick Leave as well as State Holidays and a dynamic Fee Waiver program, all geared towards the University's commitment to attract, motivate and retain our employee.

Employment Requirement

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 and questions may be sent to

Additional Information


Thank you for your interest in employment with California State University (CSU). CSU is a state entity whose business operations reside within the State of California. Because of this, CSU prohibits hiring employees to perform CSU-related work outside of California with very limited exception. While this position may be eligible for occasional telework, all work is expected to be performed in the state of California, and this position is assigned to on-campus operations.

The Human Resources office is open Mondays through Fridays from 8 a.m. to 5 p.m., and can be reached at (415) 338-1872.

Please note that this position, position requirements, application deadline and/or any other component of this position is subject to change or cancellation at any time.

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

San Francisco, California 94132 United States View Map