Financial Aid Counselor

Job no: 554966
Work type: Staff
Location: East Bay
Categories: Unit 4 - APC - Academic Professionals of California, Probationary, Full Time, Student Services, Telecommute eligible (work onsite as scheduled and/or as requested and telecommute as scheduled)

Position Description

Salary and Benefits

Salary Range: $5,083.00 per month to $7,228.00 per month. PLEASE NOTE: The starting salary placement depends on qualifications and experience and is anticipated to be in the range of $5,083.00 per month to $6,155.00 per 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, 14 paid holidays, one personal holiday and tuition fee waiver.

For more information on the benefits program, please visit our benefits website. The CSU Total Compensation Calculator demonstrates the significance of our benefits package.

Classification

Student Services Professional II

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). 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

Please Note: Review of applications will begin on February 27, 2026.

The Financial Aid Counselor provides high-quality service and guidance to prospective, new, and continuing students and their families throughout the financial aid application and awarding process. This position is responsible for determining student eligibility for financial aid in accordance with institutional, state, and federal regulations and exercising independent judgment in the administration of financial aid operations.

The incumbent maintains working knowledge of policies and procedures across related campus departments—including the Registrar, Student Accounts, Human Resources, and Athletics—and understands their impact on student financial aid eligibility. The Financial Aid Counselor applies strong counseling and conflict resolution skills to assist students and families in understanding financial aid challenges and identifying appropriate solutions, while maintaining strict confidentiality in compliance with FERPA regulations.

The Financial Aid Counselor participates in state, regional, and national professional development activities to remain current on federal and state financial aid regulations and program changes. Core responsibilities include reviewing financial aid eligibility, updating student awards, counseling students and families on financial aid matters, and processing verification, appeals, and C-flag reviews.

Responsibilities

Financial Aid Analysis and Advising

• Following complex Federal and California state regulations and CSUEB policies and procedures, reviews and analyzes financial aid applications, checking for accuracy and consistency; revises awards, and reviews change of circumstance appeals; determining adequate documentation, follows up for further information and/or makes assumptions to complete review and any changes to award.
• Provides coordination with other on campus offices and coordinates all reporting to the US Department of Education and the California Student Aid Commission for programs. This includes revising awards based on funding from those sources.
• Certifies student loans and corrects information utilizing the financial aid management systems (CMS Peoplesoft) and Common Origination and Disbursement (the Federal database) to reflect changed awards.
• Must thoroughly understand federal regulations and CSUEB policies and procedures but exercise considerable independent judgment. For complicated cases, follows up for further information and/or makes decision using experience and judgment to complete analysis and award.
• Providing financial aid advising in the One-Stop at Perry’s Nest at least once a week, including virtual appointment scheduling.
• Provides support and coaching to the financial aid customer service team and advises students and parents with questions and concerns. Uses sound judgment to recommend solutions to problems and changes in program procedures.
• Reviews awards following add/drop to make necessary changes to financial aid based upon the number of units a student is taking. Also revises awards based on other changes to eligibility. Coordinates with appropriate offices as required.
• Assist with responding to department emails, phone calls and text messages.
• Train and mentor Federal Work Study students assistants and Student Ambassadors in the One-Stop on all aspects of a federal and state financial aid program.
• Calculate Return of Title IV Funds.

Program Lead, Coordination, and Special Populations

• Reviews and interprets federal and state regulations and using considerable independent judgement, develops and distributes documentation, and trains colleagues on new policy and procedures.
• Serves as the primary lead and in-house expert relative to a specific student aid program.
• Designs and develops efficient and regulatorily compliant procedures to facilitate the delivery of financial aid services to a targeted population. This includes the development of materials and the creation of just-in-time communications to provide students with information before they need to ask for help.
• Responsible for all processes and procedures related to a federal, state or campus based financial aid program; this includes reconciling, reviewing weekly and monthly reports to ensure accurate reporting to and from external entities. Providing information to Finance, Student Financial Services and reporting information on behalf of the Financial Aid Director.
• Works directly with external entities such as the California Student Aid Commission and the Department of Education to report required data and resolve issues.
• Completes end-of-semester and year reconciliation to confirm all eligible students awarded appropriately and funds from agencies received by the federal and state deadlines. Ensures accuracy and completeness of all data.
• Creates and maintains documentation for business process guides, policy and procedures, and job aids to ensure regulations, policy, and business processes are up to date and followed for lead/coordinated programs.
• Creates, maintains, and delivers training to client services team for lead/coordinated programs or other financial aid information as needed.

Outreach and Student Counseling

• Represents CSUEB’s Financial Aid and Scholarships at on and off campus financial aid events. Deliver Financial Aid presentations and workshops.
• Works collaboratively across departmental and functional lines to ensure financial aid services meet the needs of various student populations, promoting the recruitment and retention of students, and to equitably distribute limited federal, state, and institutional student aid resources.
• Counsels and assists with more complex situations and concerns. Often deals with sensitive and emotionally charged issues. Explains the basis for recommendations, decisions or actions and if the student has additional options.
• Represents the Financial Aid & Scholarships office on committees with professionalism, integrity and creativity, focusing our replies on regulatory options that will support the campus and warning of potential compliance issues.

Minimum Qualifications

Experience

• The equivalent of two (2) 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 professional experience.

Education

• 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

• Ability to quickly grasp Federal, State, and Institutional 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.
• Experience with PeopleSoft Student Information System.
• Experience with CampusLogic.
• Proficiency in another modern language.
• Experience in Financial Aid Administration.
• Customer Service Experience with the ability to provide advice and guidance on difficult issues/regulations.

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

All university programs and activities are open and available to all regardless of race, sex, color, ethnicity or national origin. Consistent with California law and federal civil rights laws, Cal State, East Bay provides equal opportunity in education and employment without unlawful discrimination or preferential treatment based on race, sex, color, ethnicity, or national origin. Our commitment to equal opportunity means ensuring that every student and employee has access to the resources and support they need to thrive and succeed in a university environment and in their communities. The CSU complies with Title VI of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, the Americans with Disabilities Act (ADA), Section 504 of the Rehabilitation Act, the California Equity in Higher Education Act, California’s Proposition 209 (Art. I, Section 31 of the California Constitution), other applicable state and federal anti-discrimination laws, and CSU’s Nondiscrimination Policy. We prohibit discriminatory preferential treatment, segregation based on race or any other protected status, and all forms of discrimination, harassment, and retaliation in all university programs, policies, and practices.

Other Information

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

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 here.

Sponsorship

Cal State East Bay is not a sponsoring agency for Staff or Management positions and we are not an E-Verify employer.

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.

Learn more about working at the California State University and the impact of our mission.

Quicklink to apply: https://careers.pageuppeople.com/873/eb/en-us/job/554966/financial-aid-counselor