Financial Aid Specialist I

Financial Aid Specialist I

Ohlone College


Salary: $59,748.00 - $76,284.00 Annually
Job Type: Full-Time
Division: Student Services
Opening Date: 01/12/2026
Location: Fremont Campus and/or Newark Center
Job Number: 202300173
Department: Student Services
Bargaining Unit: California School Employees Association (CSEA)


Ideal Candidate Statement

The ideal candidate has a foundational understanding of Financial Aid and works effectively as part of the Financial Aid team. They are a quick learner with a strong work ethic and excellent attention to detail. The candidate demonstrates professionalism in working with students, including the ability to resolve issues efficiently and thoughtfully. They collaborate well with others, are trustworthy, and possess knowledge of FERPA regulations. Strong communication skills are essential, along with familiarity with CCPG, the Chafee Grant, scholarships, Rising Scholars program, and when to refer students to the Basic Needs Department.
This position is funded by categorical resources, and continued employment is contingent upon the availability of these funds.

Position Description
Under general supervision, process student financial aid applications and subsequent actions. Responsibilities include the review of financial aid applications, determining eligibility, ensuring proper documentation, and assisting students as they navigate the financial aid process. Tasks will also include having responsibility for other financial aid areas such as processing scholarships, responding to verifications of information, calculating overpayments, and Financial Aid outreach.



Duties and Responsibilities

1. Review financial aid applications for programs including, but not limited to, the Federal Application for Federal Student Aid (FAFSA), the California Dream Act, and/or the California College Promise Grant to ensure the appropriate documentation and information is provided, determine the type of aid that students are eligible for, and assess a student's financial aid award amount;
2. Enters financial aid data into appropriate database/s;
3. Determine the amount of financial aid that students need to repay due to the withdrawal from school or issues with academic progress;
4. Respond to requests for verification of information from organizations regarding housing verifications and aid verifications;
5. Develop reports related to financial aid;
6. Conduct outreach activities on behalf of the financial aid department to provide information about the financial aid process and the Federal Work Study program;
   • Participate in campus and community events to represent the Financial Aid Office and share information on available programs, application processes, and deadlines.
   • Assist in developing and distributing Financial Aid informational materials for workshops, campus events on and off campus.
   • Respond to inquiries at outreach activities and presenting to students and families regarding Financial Aid
7. Contact students to notify them of incomplete documentation and ensure appropriate information is provided;
8. Guide students through the financial aid process to assist with the completion of financial aid applications;
9. File departmental documents, records, and reports;
10. Perform related duties as assigned.

Knowledge Of

1. State and Federal regulations governing financial aid;
2. District policies governing the financial aid process;
3. Family Educational Rights and Privacy Act (FERPA);
4. Principles of effective customer service;
5. Data gathering software;
6. Enterprise Resource Planning (ERP) software;
7. General office software and equipment.

Skill To

1. Apply knowledge of State, Federal, and District policies and regulations governing financial aid to ensure eligibility for different types of aid, student loans, and emergency grants; calculate the amount of aid and loans that students are eligible for; reconcile accounts and determine overpayments funds that need to be returned; respond to requests for information about student aid; and amount of aid to be returned;
2. Apply knowledge of FERPA to not disclose student information to unauthorized parties;
3. Use principles of effective customer service to communicate and assist students;
4. Use data-gathering resources to run reports, as assigned;
5. Use ERP software to enter financial aid information;
6. Use general office software and equipment to develop reports, aggregate data, and communicate with District staff and students.

Ability To

1. Ensure effective customer service during all interactions that exhibit sensitivity and an understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college students, District staff, outside agencies, and visitors;
2. Effectively maintain, update and utilize financial aid database/s;
3. Ensure the accuracy of financial aid data and the proper disbursement of funds;
4. Effectively assist students in applying for financial aid;
5. File documents accurately;
6. Communicate effectively, orally and in writing;
7. Develop and maintain effective working relationships with District staff, students, outside agencies, and visitors.

Minimum Qualifications
Any combination equivalent to an Associate's degree
AND
2 years related experience or equivalent
AND
Must have evidence of responsiveness to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college students, as these factors relate to the need for equity-minded practices.
Physical Characteristics

Activity

Seldom

(quarterly to yearly basis)

A few times a day

(1-4 times per day;

1-2 hours)

Several times per day (5+ times per day;

3 or more hours)

Reaching

X

Sitting

X

Finger dexterity

X

Ability to communicate

X

Visually perceive objects

X

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.



Required Application Materials: The below items must be uploaded as attachments for your application to be complete and considered.

1. Resume/Curriculum Vitae.
2. A cover letter addressing the listed desirable qualifications and personal/professional qualities.
3. A list of three (3) professional references including name, position, organization, phone number, email, and relationship to the applicant.
4. Unofficial copies of all college transcripts. Official sealed transcripts will be required at the time of hire.
5. Diversity question response: What does it mean to have a commitment to diversity, and how would you apply this commitment as you conduct your responsibilities in this position?

Salary Placement
Initial salary placement will be $59,748-$65,880 annually and is determined by the education, experience, and qualifications the candidate brings to the position, internal equity, and the hiring department's fiscal resources. Classified employees advance one step on the salary schedule each year and have the potential to reach the current maximum step of $76,284 annually.

Foreign Transcripts
Transcripts issued outside the United States require a course-by-course analysis with an equivalency statement from a certified transcript evaluation service verifying the degree equivalency to that of an accredited institution within the USA. This report must be attached with the application and submitted by the filing deadline. Here is a list of approved foreign degree evaluations services: http://www.ohlone.edu/org/hr/forms/docs/evaluationofforeigndegrees.pdf (Download PDF reader)

District Statement
Founded in 1967, Ohlone College is named in honor of the early Ohlone People who inhabited the San Francisco Bay Area. Ohlone College is committed to providing a high-quality education to serve our diverse population of over 15,000 students per year. Ohlone College is nationally recognized for our Deaf Studies and Interpreter Preparation programs, and is widely known for our nursing, health sciences, liberal arts, biomedical science, and smart manufacturing programs. As a learning community, we embrace and champion inclusivity, integrity, student expression, global citizenship, and continuous improvement.

Ohlone College is one of the top-ranked community colleges in California, serving the cities of Fremont, Newark, and Union City. Our campuses in Fremont and Newark are centrally located in the East Bay between San Francisco, Oakland, and San Jose. This region is known as a hub of innovation and economic activity, and home to some of the most advanced manufacturing, biomedical research, and clean energy companies in California, including Tesla, Meta, Seagate, and Lam Research.

The main campus in Fremont is located near Interstate 680 at the base of Mission Peak, just south of the historic Mission San Jose, and is the primary gateway to year-round hiking, biking, and hang gliding in the Mission Peak Regional Preserve. The Newark Center for Health Sciences and Technology is located near Interstate 880 in a hub of new residential and commercial development. The two campuses are connected by shuttle to each other and the Warm Springs BART station, which offers convenient access to public transit throughout the Bay Area.

Vision Statement
Ohlone College will be known for inclusiveness, innovation, integrity, engagement, and exceptional student success.

Mission Statement
Ohlone College offers high quality educational and career pathways and personal enrichment courses to serve the diverse needs of all students and the community. Ohlone provides excellent instruction and support services, awards associate degrees and certificates, and promotes university transfer in an inclusive, equitable, and multicultural environment where student learning and achievement are paramount. Ohlone fosters innovation, encourages student expression, and promotes ethical behavior and global citizenship.

EEO Statement
The District is strongly committed to the principles of equal opportunity and to hiring qualified staff who reflect the diversity of our community. The District encourages a diverse pool of applicants and does not discriminate on the basis of sex, race, religious creed, color, national origin, ancestry, age (40 or over), medical condition, genetic information, marital status, sexual orientation, gender, gender identity, gender expression, disability, military and veteran status, pregnancy/childbirth/breastfeeding or related medical condition or any other protected basis in any of its policies, practices, or procedures. The college encourages applications from all qualified applicants. If you have a disability and are in need of special services, equipment, or facilities in order to apply or interview for this opening, please call the Human Resources office at: (510) 659-6088.

Conditions of Employment
Offers of employment are contingent upon Governing Board approval. Employment with Ohlone Community College is not complete or official until applicants meet all pre-employment requirements. All new employees are required to submit official transcripts, proof of freedom from tuberculosis. In addition, you will be required to provide identification and employment eligibility as outlined in the federal "Immigration Reform & Control Act of 1986." Pre-employment tests and/or medical examinations may be required. Ohlone Community College does not sponsor H1B visas. Employees must sign the Oath or Affirmation of Allegiance and submit fingerprints for CA Department of Justice clearance. Employees must be California residents on their date of hire and for the duration of their employment with Ohlone Community College District.

Immigration Reform & Control Act of 1986
Applicants selected for positions will be required to provide identification and employment eligibility as outlined in the federal Immigration Reform & Control Act of 1986.

*The District reserves the right to modify, rescind, or re-advertise this recruitment at any time*



To apply, please visit https://www.schooljobs.com/careers/ohlone/jobs/5196236/financial-aid-specialist-i







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