Scholarship Assistant-Executive Assistant 1

Position Title & Department:
Scholarship Assistant-Executive Assistant 1; Office of Financial Aid

Posting #
5526

Department Description:
The Office of Financial Aid (OFA) is responsible for the awarding of Federal, State, and Institutional financial aid to Undergraduate and Graduate students at the University of San Diego. The OFA is also responsible for maintaining Federal, State, and Institutional compliance to ensure proper delivery of financial aid. This includes scholarships, grants, work-study, and loans. The OFA determines student eligibility using the Free Application for Federal Student Aid (FAFSA), the CA Dream Act Application, and the USD Dream Act Application. 76% of USD students receive some type of financial aid.

University Description:
The University of San Diego, an engaged and contemporary Catholic institution, was founded by the Diocese of San Diego and the Society of the Sacred Heart in 1949. Governed by an independent board of trustees since 1972, USD remains committed to a liberal arts education grounded in the Catholic intellectual tradition and the pursuit of truth, goodness and beauty. Inspired by this centuries old tradition of Catholic higher education, the University welcomes people of all faith traditions and any, or no, religious background. The future success of USD relies on the contributions of those who seek to foster the development of engaged global citizens and an earnest confrontation of humanity's urgent challenges.

Detailed Description:
The Scholarship Assistant is responsible for assisting in the management and administration of over $40 million dollars in scholarships from private donors, federal and state governments and University of San Diego scholarship funds.
Responsible for management and processing of USD Undergraduate Merit Scholarships, Outside Scholarships, Tuition Remission, and Work Service Awards (USWA). Also awards non-FAFSA filers. Serves as Scholarship Universe lead. Responsible for the management of the Scholarship Questionnaire. Is responsible for maintaining and updating the USD Office of Financial Aid's Scholarship website, Scholarship Board, and Scholarship Guides, researches outside scholarships and scholarship resource information to keep current. Maintains spreadsheets which are used for statistical information as well as information that helps award scholarships to USD students. Coordinates the maintenance of federally mandated audit trail documents for all scholarships awarded or rescinded. Conducts Form Review and general duties under University of San Diego policies and procedures. Prepare and present scholarship workshops and attend conferences as needed. Works closely with offices and departments on campus providing information they require concerning which students have the 'ability to benefit' from need based scholarships. Assists with other projects and responsibilities as needed.

Duties and Responsibilities:

Processes Outside Scholarship checks and award notifications:

• Reviews all incoming scholarship checks. Performs or supervises the recording, scanning, and indexing of all documents received into the Xtender imaging system.
• Coordinates student contact for checks that must be endorsed.
• Identifies and refers scholarships that require Counselor-level intervention.
• Processes scholarship checks for deposit.
• Reviews award notifications to ensure adherence to donor guidelines and compliance with University policy and applicable regulations.
• Analyzes daily reports to determine if a change in a student's enrollment status impacts their eligibility for scholarship. Takes appropriate action steps if the student's eligibility is compromised.
• Prepares and processes outside scholarship Return of Funds documents for students who withdraw (W) or take a leave of absence (LOA/MLOA) or in the case of an overpayment.
• Compiles and maintains data for statistical purposes.
• Maintains audit trail documents for all scholarships awarded and rescinded as required by US Department of Education.
• Records all actions, including communications with students, parents, donors, and departments, in the Banner financial aid system.
• Manages high volume during peak periods by prioritizing, organizing, and managing time effectively.

Prepares Departmental Awards:

• Includes private/outside scholarships, institutional scholarships/awards, Tuition Remission, RA, USWA, etc).
• Performs Banner financial aid system data entry and award set-up for all awards including, but not limited to:
  • Computation of Student budgets.
  • Establishing Award screens for non-FAFSA filers.
  • Establishing automatic student email notification process.
  • Confirmation and recording of enrollment and housing status, class level and scholarship renewal criteria.

Administers USD undergraduate merit and CES Scholarships for renewal:

• Coordinates review of undergraduate merit & CES scholarships for renewal.
• Analyzes reports to verify eligibility of scholars for renewal of undergrad merit & CES scholarships.
• Codes and notifies students if they are in jeopardy of losing their merit and/or CES scholarship(s) due to low cumulative GPA (DQ status).
• Codes and notifies students when they have are no longer eligible for merit and/or CES scholarship (NE status).
• Awards all continuing undergraduate merit and CES scholarships to non-FAFSA filers.
• Awards all incoming undergraduate merit and CES scholarships to non-FAFSA filers.

Maintains current scholarship information for students:

• Serves as primary contact for Scholarship Universe.
• Utilizes a variety of online search engines and websites to researches scholarship opportunities and resources.
• Updates USD Scholarship Collection, bibliographies, and scholarship guides annually.
• Supervises the posting of scholarship announcements on the public scholarship board.
• Updates the webmaster of new scholarship postings for the Office of Financial Aid's website.

Monitors and processes incoming Scholarship Questionnaires:

• Reviews all incoming Scholarship Questionnaires in Salesforce (CRM).
• Performs or supervises the recording of all questionnaires in Banner.
• Set up reports for awarding endowed and annual funds.
• Assists in the annual review and revision of the Questionnaire.

General Duties:

• Checks applications for completeness, resolving inconsistencies and data match discrepancies as a member of the Form Review team.
• Uses knowledge of guidelines and professional judgment to determine the need for additional follow-up information forms and requests to student/parent and update the Banner screen accordingly in Form Review.
• Processes Change of Plan (COP), Leave of Absence (LOA), and Withdrawn (WD) students.
• Assists in updating Scholarship Department Policies and Procedures.

Certificates, Licenses, Registrations:
FERPA

Tools and Equipment Used:
Computer/PC, printers, label makers, adding machine, telephone, fax machine, copiers, typewriter and other office equipment.

Special Conditions of Employment:
Background check: Successful completion of a pre-employment background check.
Degree Verification Requirement: Persons offered employment in this position will be required to provide official education transcripts for degree verification purposes.

Job Requirements:

Minimum Qualifications:

• High school diploma or GED required.
• Three years of experience in an office position that requires critical thinking, mathematical, and analytical skills is required. A Bachelor's degree may substitute for up to two years of work experience, at the rate of two years of education is equivalent to one year of work experience.

Preferred Qualifications:

• A successful candidate will have substantial experience in a financial aid office position, including demonstrated experience exercising judgment on both routine financial aid processes and issues requiring advisor resolution.

Performance Expectations - Knowledge, Skills, and Abilities:

• Knowledge and understanding of federal Financial Aid regulations.
• Knowledge and understanding of Cost of Attendance, Federal Need, Unmet Need, Over-award, and other financial aid terminology.
• Excellent computer skills, including Excel and Word.
• Prefer Banner experience.
• Excellent mathematical, analytical, critical thinking, and decision-making skills.
• Demonstrated capacity to maintain confidential information and handle sensitive data with discretion and tact.
• Highly organized and detail-oriented.
• Excellent oral and written communication skills.
• Ability to work independently in a fast-paced environment.
• Ability to also work cooperatively in a team environment.
• Capacity to exercise judgment to handle routine financial aid processes and possess the skills to identify issues requiring elevation.
• Ability to analyze reports to verify which students have met the scholarship renewal criteria.
• Ability to handle multiple tasks, deadlines, and time constraints in a calm and effective manner.
• Effective and proven ability to build strong working relationships across campus.