Financial Aid Program Specialist 3 (Disbursement) Job Listing at Bellevue College in Bellevue, WA (Job ID 13786)

Description

Position Summary  

The Financial Aid Program Specialist 3 works in the Financial Aid Office and Student Central under general direction and reports to the Associate Director of Financial Aid. The nature of the work is professional, and requires an ability to interpret and work in accordance with federal, state, and college rules, policies, procedures, and regulations. The position performs highly complex duties, and operates at the journey or fully qualified level. 

The Program Specialist 3 has campus-wide responsibility for the Census, Disbursement, and Return to Title IV funds (R2T4) programs administered within the Financial Aid Office. The position manages, directs, and coordinates all aspects of these three areas and performs specialized tasks, such as creating and analyzing reports and decision-making related to census reporting, weekly disbursements, and R2T4. This position provides technical assistance with federal and state aid funding processes, reports regularly to WSAC (Washington State Achievement Council) and the Department of Education regarding funding, allocation and student eligibility. The use of Professional Judgment based on the assessment of student need and individual circumstances, and as defined and allowed under federal and state guidelines, is required for this position. The Program Specialist 3 also provides training to these specialty areas to Student Central staff and other department based on specific training needs. This position also works with student data related to Student Central – a single service area for students, the public and the campus community. Incumbents will maintain current knowledge and skills in area of assignment; building collaborative relationships within the Bellevue College (BC) community and the community at large. 

This position serves as a subject matter expert (SME) and interacts with State Board for Community and Technical Colleges (SBCTC), Department of Education (DOE), Washington Student Achievement Council (WSAC). 

The nature of the work is professional and requires an ability to interpret and work following federal, state and college rules, and policies. Essential to this position is the ability to fully understand student data, student information system structures, processes and how this relates to and impacts student records.

This position allows telecommuting two (2) days per week. This is subject to change based on the needs of the department and the college.

Pay, Benefits & Work Schedule  

Position Salary Range: $57,984/year - $78,096/year

The salary information shown above is a general guideline only. The salary will be determined based on candidate's qualifications and related experience, as well as market and business considerations. Individuals newly hired to Classified position are placed in a salary range based on the WPEA Collective Bargaining Agreement.

We offer comprehensive compensation package with salary and benefits as the main components. Competitive salary is within the Range stated above, and commensurate with qualifications and experience. Generous benefits package is offered through Washington State plans that includes multiple medical, dental, life and disability coverage choices for employees and dependents; choices of retirement and deferred compensation plans; paid holidays, sick, and vacation plans; transit program, reduced tuition, employee discounts and memberships, etc.

The employee is scheduled to work 40 hours per workweek. This is a Classified, overtime eligible position and represented by the Washington Public Employee Association of Higher Education (WPEA-HE).

About The College  

Bellevue College is a diverse student-centered, comprehensive and innovative college, committed to teaching excellence that advances the life-long educational development of its students while strengthening the economic, social and cultural life of its diverse community. Bellevue College is located just 10 miles east of Seattle where we serve a student population of over 54% students of color and over 1,300 international students. The college promotes student success by providing high-quality, flexible, accessible educational programs and services; advancing pluralism, inclusion and global awareness; and acting as a catalyst and collaborator for a vibrant region.

We strive to create a vibrant and inclusive campus community that supports a diverse student body, faculty and staff. As an essential part of our mission and goals, diversity, equity and pluralism are promoted and fostered in all aspects of college life. By enriching student life through leadership opportunities, personal learning and cultural experiences, we are committed to building an inclusive and diverse campus community that fosters creativity, innovation and student success.

For more information, visit BC Facts at a Glance @ Bellevue College.

About the Department  

The Financial Aid Office in collaboration with Student Central supports the mission of Bellevue College by providing high quality, flexible and accessible services, which support student access to educational opportunities that advance pluralism, inclusion, and global awareness. Student Central provides complex comprehensive and confidential service and information for programs identified as Enrollment Services, Evaluations and Graduation, and Financial Aid. Services include; providing information and access to functions related to transfer and evaluation of credits, graduation, prior learning credit, residency application processes, registration and all other enrollment functions, in addition to financial aid application processes required to award funds needed to pay for college. 

Essential Functions  

Manage, Direct, and Coordinate All Aspects of the Processing of Census, Disbursements, and Return to Title IV (R2T4)

• Advise students, faculty, staff, and other interested parties regarding rules and regulations related to census, disbursements, and R2T4 and work independently to resolve student problems or issues.
• Manage Census Date processes including reprocessing student's funds and notifying students through written communication.
• Manage the R2T4 program, which includes interpreting Federal, State, and Institutional regulations, process withdrawals, and zero credits within the legislation, verification of grades and attendance, determination of financial aid earned, eligible institutional charges and the repayments owed by student.
• Act as a lead on disbursements. Work closely with other disbursement team members in Student Financial Services to ensure that disbursement timelines are met weekly. Disbursements are completed weekly on Thursdays and by special requests at the disbursement teams' discretion. 
• Run and analyze appropriate reports listed in the Financial Aid Business Processing Guide to include Census, Disbursements, and R2T4 processes and queries to resolve disbursement errors. 
• Adjust and cancel aid based on student enrollment level as needed throughout the term. Notify students as appropriate to resolve any issues and keep students informed of their aid status. 
• Gather data and report on activities as requested. 
• Review website to ensure information is up to date and recommend changes or updates as needed. 
• Communicate with Washington Student Achievement Council (WSAC) to ensure proper tracking of funds and disbursement to students as intended. 
• Reconcile funds as needed or required within WSAC, ctcLink (Peoplesoft) and the Finance office when dealing with Census, Disbursements, or R2T4. 
• Coordinate and collaborate with SBCTC to make sure software upgrades and developed processes meet state and federal requirements for Census, Disbursements, and R2T4. This may include setting up, testing new processes, reporting issues, proposing solutions and feedback to make sure we are in compliance with DOE. 
• Manage the Census, Disbursements, and R2T4 process related to federal and state funds adjustments due to student changes in enrollment prior to the college census date.

Analyze and Evaluate Documentation to Determine Financial Aid Completion and Student Eligibility, Perform File Review, and Award Federal, State, and Local Financial Aid

• Review student files to ensure submission of required documents, accuracy of documents, and initial eligibility for financial aid funds.
• In accordance with federal and state regulations, complete the verification process for selected students using submitted documentation that includes tax returns, verification worksheets, and other required documents. 
• Apply specific policies and regulations to determine financial need, as defined by the Department of Education, and award student aid based on criteria and documents included in the student files and application data. 
• Using data obtained from federal and state software programs and systems, analyze application and other information to determine eligibility for aid.
• Analyze and evaluate documentation submitted by students and submit corrections to the federal processor as needed. 
• Use Professional Judgment as defined by the Department of Education to make exceptions and change data elements included on the FAFSA and in the student's budget, based on student specific circumstances. 

Provide Technical Assistance with Applications and Processes and Provide Consultation and Problem Resolution to Students Related to all Student Central Services

• Create a welcoming environment for the diverse Bellevue College community.
• Fully understand the work of all areas that make up Student Central. This work includes, financial aid rules and process information, registration processes and information, residency rules, testing rules and process information, and processes related to evaluation of credit and graduation. 
• Independently counsel, answer frequent questions, problem solve, and provide technical assistance through in-person interactions, email, phone, Zoom/Teams virtual platform, and the online ticketing system about admissions, residency, registration, financial aid, transfer of credit, testing and placement, and graduation; provide comprehensive information, guidance, recommendations and resources. 
• Interpret and explain financial aid policies and procedures to students, faculty, staff, and community members from diverse backgrounds.
• Communicate and follow rules and practices governing confidentiality laws such as FERPA (Family Educational Rights and Privacy Act).
• Work cooperatively with departments, staff, faculty and administrators across campus, and contribute to a diverse workplace through ideas or experience. 
• Attend weekly training and Student Central meetings and provide suggestions for continuous improvement and efficient use of resources needed to improve service to students, student success, retention, and completion efforts.
• Provide additional assistance to students to complete federal and state aid applications or resolve issues regarding their applications.
• Actively participate in outreach to promote federal and state aid programs.

Track, Read, and Interpret Federal, State, and Campus Regulations and Policies and Monitor Compliance with the Census,  Disbursements,  and Return to Tile IV (R2T4) Component of the Financial Aid Programs.

• Track legislative, Department of Education, the State Board for Community and Technical Colleges (SBCTC), and Washington Student Achievement Council (WSAC) issues as appropriate, and inform higher-level staff of changes to rules and regulations specific to Census, Disbursements, and R2T4. 
• Attend training conferences, and or other related information sessions when offered to remain current in policies, procedures, and regulations related to the Census Date processing, Disbursements, or R2T4 program. 
• Participate in developing processes, policies, and procedures needed to stay in compliance with new or changing regulations and provide training to other staff related to student records and the assigned programs.
• Anticipate problems or issues that may arise from changes to Census, Disbursements, and R2T4 requirements and recommends action to avoid such problems or issues.
• Complete NASFAA (National Association of Student Financial Aid Administrators) and/or FSA (Federal Student Aid) Coach certifications related to verification and student eligibility.

Communicate with Students through Creation of Letters and Information Documents and Based on Specific Student Needs, Develop Resolution to Eligibility Issues and other Complex Problems

• Draft and send letters to notify students with issues or problems related to financial aid eligibility and missing information. 
• Create documents that offer clear steps students need to take to resolve eligibility issues and other problems. 
• Update and maintain system letters related to student notification about Census and R2T4 including exit letters due to R2T4 or students graduating with loans.
• Actively participate in meetings across campus that relate to program.   
• Perform other tasks as assigned by the Director or Associate Director as needed.

Minimum Qualifications  

• Bachelor's Degree or Associate's Degree with equivalent education/experience. Any combination of relevant education and experience may be substituted for the educational requirement on a year-for-year basis
• Two (2) or more years full-time experience, or equivalent part-time experience, working in a financial aid office in a higher education setting, with a demonstrated ability to work in accordance with policies, procedures, and federal and state regulations
• One (1) or more years full-time experience, or equivalent part-time experience, processing financial aid files, and offering aid to student in a higher education setting
• Experience working in a collaborative team environment with diverse employees and student/customer groups
• Effective verbal and written communication skills
• Demonstrated ability to understand and interpret detailed information and troubleshoot and problem solve issues with attention to detail
• Demonstrated ability to think critically, be proactive, meet deadlines and prioritize time-sensitive work
• Proficient in MS Office
• Effective customer service skills
• Experience in data entry, web applications, searching the internet, troubleshooting basic computer issues, and reporting

Position Specific Requirements

• Complete NASFAA (National Association of Student Financial Aid Administrators) and/or FSA (Federal Student Aid) Coach certifications related to verification and student eligibility
• Complete a review of the WCG. WBG, and CBS program handbook within three months of hire

Preferred Qualifications  

• Experience with PeopleSoft (ctcLink) in a higher education setting
• Experience in administering one or more federal or state financial aid programs
• One (1) year experience working in a Washington State Community and Technical College setting in an office related to admissions, financial aid, finance, or other related field as a full-time employee, or equivalent experience as a part-time employee
• Demonstrated experience with database systems and federal databases and programs such as NSLDS, COD and CPS Online

Conditions of Employment  

Bellevue College intends to provide a drug-free, healthy, safe, and secure work and educational environment. Each employee is expected to report to work in an appropriate mental and physical condition to perform her/his/their assigned duties.

Bellevue College employs only U.S. citizens and lawfully authorized non-U.S. citizens. All new employees must show employment eligibility verification as required by the U.S. Citizenship and Immigration Services. 

Sexual Misconduct and Background Check:

Prior to start of employment, finalists(s) for this position will be subject to a pre-employment background check as a condition of employment. Information from the background check will not necessarily preclude employment, but will be considered in determining the applicant's suitability and competence to perform in the position.

Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington State Law.

Check frequently in your inbox, spam, junk, clutter email folders for any communication regarding the next steps from Bellevue College and our background check partners.

Reference Check:

Reference checks may include, but are not limited to, contacting references and verification of work experience, and/or past job duties. 

Other Information  

• This position is NOT eligible for relocation allowance.
• This position is NOT eligible for sponsorship for employment-based visa.

How To Apply  

Applications received by 05/21/2024 will be given full consideration. Applications received after that date may be considered until the position is filled. 

All individuals interested in this position are encouraged to apply. Your application must include a complete online application and all of the required documents below to be considered complete. Any application that does not provide all requested information will not be considered for the position (only submit required documents with the application, additional will not be reviewed.) Please review Application Tips before applying. Current Bellevue College employees should apply the position through Employee Self Service.

Required application materials:   

• Attach a Cover Letter (min 1 pg., max 2 pgs.)
• Attach a Resume
• Attach a Diversity Statement (min 1 pg., max 2 pgs.) that addresses the following: Please provide specific examples of how your educational and/or professional experiences, demonstrate your commitment to diversity and equity
• Complete the Job Questionnaires if applicable

Contact: 
If you have questions with regards to the application or the hiring process, please contact Office of Human Resources at 425-564-2274 or email to jobs@bellevuecollege.edu. 

EEO Statement  

Bellevue College does not discriminate on the basis of race, color, national origin, language, ethnicity, religion, veteran status, sex, sexual orientation, including gender identity or expression, disability, or age in its programs and activities. Please see policy 4150 at www.bellevuecollege.edu/policies/. The following people have been designated to handle inquiries regarding non-discrimination policies: Title IX Coordinator, 425-564-2641, Office C227, and EEOC/504 Compliance Officer, 425-564-2178, Office B126. 

Applicants with disabilities who require assistance with the recruitment process may contact hraccommodations@bellevuecollege.edu.  

 Apply on company website