Federal Aid Programs Lead (513816)

  • California State Polytechnic University Pomona
  • Pomona, California
  • May 17, 2022
Full Time Other

Job Description


Type of Appointment: Full-Time, Probationary

Collective Bargaining Unit: Academic Professionals of California (APC) - Unit 4

Classification: Student Services Professional III

Classification Salary Range: $4,691 - $6,686 per month

Anticipated hiring range: $4,691 - $5,335 per month

Work Hours: Monday - Friday, 8:00 a.m. - 5:00 p.m., unless otherwise notified

Recruitment Closing Date: Open until filled.


The Office of Financial Aid & Scholarships is an organizational unit of the Division of Academic Affairs, which strives for excellence through a student-centered philosophy. The Office of Financial Aid & Scholarships supports the University's mission, vision and strategic plan goals. We provide financial aid services to students and customers, including counseling and outreach activities designed to promote awareness and facilitate solutions related to meeting the cost of education at Cal Poly Pomona. Our office follows the Statement of Ethical Principles and Code of Conduct established by the National Association of Student Aid Administrators and the Principles of Excellence established by Presidential Executive Order. We provide access to federal, state, university, donor and other types of financial resources to assist students in their enrollment, retention and graduation. We strive to effectively communicate, counsel, and ensure these resources are delivered in a timely manner. This mission is accomplished by:
  • Promoting successful enrollment and persistence through timely delivery of financial aid
  • Offering support through counseling, outreach and effective communication
  • Promoting academic success through monitoring academic progress and collaboration with student support offices and faculty
  • Promoting financial success through delivery of information on financial literacy and debt management
  • Cultivating campus relationships with faculty, staff and students
  • Creating an office culture of service and knowledge that is empathetic to student needs by providing training and opportunities for good morale

Here's what you can expect on a typical day as a Federal Aid Programs Lead:

Program Management & Coordination:

Manage and coordinate Federal grant program, including processing protocols. Assist with development and implementation of system requirements to support processing of federal application and program files to support program administration.
  • Manage and coordinate the timely and accurate reporting of Grant records and payments via COD including account reconciliation and problem record resolution.
    • Coordinate with Student Account Services to preform monthly and annual reconciliation duties.
  • Coordinate Federal Student Aid Delivery System processing activities ensuring compliance with ED policies and regulations. Including:
    • Provide daily oversight of daily delivery and loading of electronic files
    • Participate in testing of new and existing functionality
    • Assist in the review and analysis of annual financial aid and regulatory changes to COD functionality
  • Provide oversight of State and Federal grant processing reports.
    • Review daily, weekly, and monthly reports to maintain accurate and timely delivery of grant funds to students.
  • Coordinate monthly Pell Grant & SEOG compliance related activities including:
    • Maintaining MRR and POP resolution
    • Performing reconciliation activities with Student Accounting & Cashiering Services on a monthly and annual basis
    • Ensure the accurate and timely distribution of funds to students by managing the processing of the unapplied credit report
  • Develop workflow and monitor workload for a financial aid technician and student assistants in support of program objectives
    • Monitor completion of delegated work.
  • Through monitoring Dear Colleague Letters, NASFAA news alerts, and other applicable information sources pertaining to grant delivery and program compliance, analyze program regulations and federal policy and recommend and implement appropriate change ensure compliance.
  • Develop and implement procedures, training, and reference materials in support of Federal grant program objectives.
    • Deliver training to internal staff on Cal Poly Pomona and federal policy.
  • Serve as principal resource to staff and management for technical and compliance issues related to the Federal Grant Programs
    • Act as office expert in processing and compliance for Federal Grant Program
    • Provide in-depth analysis of reported issues
    • Coordinate with financial aid module support to analyze reported issues
    • Serve as functional processing expert for Pell Grant processing when functional analysis/expertise is required in systems troubleshooting.
  • Provide leadership and program management Verification & File Review. Serve as a resource for the financial aid and enrollment services staff - including providing updates & training.
  • Perform Needs Analysis, analyze Financial Aid application information and award student files in accordance with office policies and procedures. This includes analyzing Federal tax returns and other financial information in order to gain an understanding of a family's financial status related to financial aid eligibility.

Project management:

Utilize project management methodology and tools to achieve program processing goals. Perform quality assurance activities, monitor workflow, and conduct business analysis of processes and activities that support accurate and timely delivery of aid to students assist in developing training activities and maintaining policies and procedures.
  • Coordinate and create project plans for the department when necessary, which includes serving as project manager, disseminating project plans, and delegating project tasks. Including:
    • Oversee Census processing activities related to federal grants.
    • Coordinate with Credential aid processing activities
  • Manage and coordinate the delivery of ISIR records between Cal Poly Pomona and the Federal processor, including reporting of corrections, and the processing of subsequent ISIRs.
    • Train and delegate work to staff related to subsequent ISIR processing
    • Monitor workflow and timely completion of delegated work
    • Analyze business process for enhancement and efficiencies
  • Oversee the over-award process on a monthly basis, including analyzing student cases, making necessary award adjustments and notifying students of the outcome.
  • Assist in maintaining the office Policy & Procedure Manual including revising/updating information and disseminating updates to staff and Ad Hoc financial aid training sessions
  • Monitor and interpret federal regulations that affect Title IV programs & Verification, university policies that govern student financial aid programs; develop and implement policy as they relate to the regulations
  • Plan and coordinate Pell Cost of Attendance clean-up process each term including:
    • Maintain project plan
    • Distribute processing to staff
    • Monitor Workflow and completion of delegated work
  • Create and conduct "Annual" Financial Aid Training sessions to keep all staff abreast with the financial aid delivery system and modifications to processes resulting from federal, state and/or University regulation/policy changes.
  • Provide and/or participate in financial aid outreach & workshops in a variety of settings, including on and off-campus, as well as day, evening, and weekends events.
  • Serve as member of leadership team taking on ad hoc responsibilities to support development of office policy, procedure and long/short term operational planning.

Counseling and Outreach:

Promote an environment of collaboration and service excellence by providing a broad range of student and family-facing financial aid services including counseling and conducting outreach activities focused on increasing awareness in financial aid programs and services and designed to encourage the success & retention of students.
  • Counsel and assist prospective, continuing, and reentering students on all aspects of financial aid, including the availability of various financial aid programs, Satisfactory Academic Progress standards, and with the application processes - including establishing, maintaining and regaining aid eligibility. Recommend courses of action and resources as appropriate.
  • Correspond with students and their families to explain aid process, eligibility status, and issue resolution. Interactions may be via phone, email, live chat, or in person.
  • Provide support to students experiencing family, personal, or economic crises which may impact school performance. Identify and analyze the student's unique circumstances and needs in the context of financial aid eligibility and the student's interest, explaining the possible outcomes and consequences of each action or decision, and coordinating campus services & referrals as warranted by the situation.
  • Assist as needed with University recruitment programs, such as visit days for prospective students and activities targeting admitted students.
  • Participate in the development / modification, planning and implementation of new or existing financial aid outreach strategies and activities aimed at increasing student success, access to financial aid programs and services, and the retention of students. Collaborate with other departments to implement university-wide financial aid outreach efforts. Develop and maintains in-depth reports for management.
  • Establish and facilitate FAFSA and CA Dream completion opportunities at Cal Poly Pomona and the college community with a focus on financial aid outreach.

Collaboration and Development:
  • Remain current with constantly evolving financial aid regulations (federal, state, institutional) and emerging trends and best practices in delivering service excellence.
  • Contribute to the overall success of the Office of Financial Aid & Scholarships and
  • Enrollment Management & Services through ad-hoc assignments.
  • Support work as needed throughout the Financial Aid unit and Enrollment Management & Services with ad-hoc projects or activities as assigned by the Financial Aid Leadership team.
  • Participate in ongoing departmental training and cross-training activities to ensure an understanding of the universities programs, policies & procedures, and resources & services available to students.
  • Actively engage in professional associations and attend professional conferences, training sessions and workshops, and completes self-directed professional reading, to remain current on financial aid regulations and procedures, as well as on emerging trends in delivery of service excellence.

  • Bachelor's degree or equivalent in a related field including or supplemented by upper division or graduate course work in counseling techniques interviewing and conflict resolution
  • Three (3) years of professional student services work field
  • A Master's degree in Counseling, Clinical Psychology, Social Work or a job-related field may be substituted for one year of professional experience OR a doctorate degree and the appropriate internship or clinical training in the relevant field may be substituted for three years of the required professional experience

Ability to plan, develop, coordinate, supervise and organize programs and activities; ability to interact with a diverse student population, faculty, staff and the public; ability to analyze complex situations accurately and adopt effective courses of action; ability to advise students individually and in groups on complex student-related matters; ability to complete assignments without detailed instructions; and ability to establish and maintain cooperative working relationships with a variety of individuals. Excellent verbal and written communication skills as well as the ability to acquire knowledge of the campus procedures and activities and the overall organization is required. Finalists will be required to submit verification of upper division coursework (i.e., transcripts).


Skills & Knowledge of financial aid (programs, policies, regulations):
  • In-depth knowledge and understanding of current financial aid need analysis methodology and federal and state financial aid program guidelines
  • In-depth knowledge and experience working in the program areas that are designated for this position
  • Knowledge of financial aid regulations, practices, and resources
  • Knowledge of online student information systems
  • Ability to interpret, analyze, and apply financial aid & academic policies & procedures

COVID-19 Vaccination

CSU requires faculty, staff, and students who physically access campus facilities or programs to be fully vaccinated against COVID-19, which includes obtaining a COVID-19 booster dose, 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. See policy at https://calstate.policystat.com/policy/11030468/latest.

Out of State Work

The California State University (CSU) system is a network of twenty-three public universities providing access to a quality education through the support of California taxpayers. Part of CSU's mission is to prepare educated, responsible individuals to contribute to California's schools, economy, culture, and future. As an agency of the State of California, the CSU's business operations almost exclusively reside within California. The CSU Out-of-State Employment Policy prohibits hiring employees to perform CSU-related work outside California. See policy at https://calstate.policystat.com/v2/policy/10899725/latest/.

Background Check

Satisfactory completion of a background check (including a criminal records check) is required for employment. Cal Poly Pomona will make a conditional offer of employment, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current Cal Poly Pomona employee who was conditionally offered the position. See policy at https://www.cpp.edu/eoda/employee-labor//documents/employment-policies/hr2017-17.pdf.


Cal Poly Pomona hires only individuals lawfully authorized to work in the United States. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire. See Form I-9 Acceptable Documents at https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents.

Child Abuse/Neglect Reporting Act (CANRA)

The person holding this position is 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. See policy at https://calstate.policystat.com/v2/policy/10927154/latest/.


Cal Poly Pomona is a smoke and tobacco-free campus. See policy at https://calstate.policystat.com/policy/6591951/latest/.

Clery Act

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, California Education Code section 67380, and the Higher Education Opportunity Act (HEOA), the Cal Poly Pomona Annual Security and Fire Safety Report is available at: https://www.cpp.edu/campus-safety-plan.shtml.

Reasonable Accommodation

We provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact the ADA Coordinator by email at ADACoordinator@cpp.edu. More information is available at: https://www.cpp.edu/eoda/employee-labor//access-accommodations/index.shtml.


Cal Poly Pomona is an Equal Opportunity, Affirmative Action Employer. The university subscribes to the pay transparency nondiscrimination provision and all state and federal regulations that prohibit discrimination based on race, color, religion, national origin, sex, gender identity/gender expression, sexual orientation, marital status, pregnancy, age, disability, genetic information, medical condition, and covered veteran status. More information is available at: https://www.dol.gov/sites/dolgov/files/OFCCP/pdf/pay-transp_%20English_formattedESQA508c.pdf and at https://www.cpp.edu/eoda/employee-labor/documents/aa-eeo-doc/policy-statement_2022-aap-for-california-state-polytechnic-university-pomona_confidential_20220127.pdf.

Closing Date/Time: Open until filled

Job Address

Pomona, California 91768 United States View Map