Job Directory Financial Aid Systems Specialist

Financial Aid Systems Specialist
Irvine, CA

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Job Description

Financial Aid Systems Specialist


A1-Administrative FT Exempt

Central Administration Irvine

Why join Brandman?

Competitive compensation and benefits promote your health and well-being. Brandman embraces inclusion, promotes corporate responsibility, and applies sustainable practices on the job and in the office.

Exceptional Benefits

At Brandman University, we value the personal health and financial well-being of our employees. Our affordable and flexible benefits packages truly encompass our mission and values by giving our employees peace of mind to allow them to focus on their professional development and other important aspects in their lives. Our benefits include:

* Variety of Medical, Dental, and Vision coverage
* Health Savings Account (HAS)
* Flexible Spending Accounts (FSA)
* Employee Assistance Program (EAP)
* Wellness Programs (Physical and Mental Health Challenges, Campus Events)
* Robust and comprehensive Retirement Plan (Basic, Supplemental, Roth options)
* Employer matching and mandatory contribution by Brandman University
* Tuition Remission (Brandman and Chapman)
* Professional development through online learning and training tools
* Service/Recognition awards
* Paid time off


The Financial Aid Systems Specialist is responsible for the efficient and effective functioning of the Regent Award Financial Aid Management system and related software. This position integrates Regent Award with the Banner system and other computer software, especially software from the U. S. Department of Education (USDE). The position is responsible for: analysis, modification, and maintenance of application programs and software solutions among several databases; automated packaging of student financial aid awards; reporting activity to government, private, and institutional entities; preparing departmental reports using Argos and report writing software unique to Regent Award; research and analysis of data using and combining multiple platforms; managing electronically generated communications between the financial aid office and students; troubleshooting processing problems; coordinating activities with the Offices of Information Technology, student records and student accounts; and developing and maintaining electronic quality controls to assure regulatory compliance. The incumbent has subject matter expertise of federal, state, and institutional financial aid laws and regulations, and uses technology to develop sound strategies for efficient, effective, and compliant policies and procedures. Perform all duties in accordance with the University's policies and procedures, all US state and federal laws and regulations, wherein the University operates.


Receive general direction from the Assistant Vice Chancellor and Director Financial Aid.

* General Direction - indicates that the incumbent receives guidance in terms of broad goals and overall objectives and is responsible for establishing the methods to attain them. Generally the incumbent is in charge of an area of work, and typically formulates policy for this area but does not necessarily have final authority for approving policy.



Software Development/Enhancement/Maintenance

* Work with the Financial Aid Office, Information Technology staff, and other stakeholders to enhance and maintain Financial Aid Office work flows that ensure high quality information in support of office functions.
* Participate in software integration meetings with staff from Regent Education and university offices including admissions, student services, and student financial services. Integrate testing plans with these and other offices. Act with discernment to identify decisions that can be made independently and decisions requiring the approval/input of the Assistant Vice Chancellor and/or the Director of Financial Aid.
* Convert high level Financial Aid Office business needs into detailed specifications to facilitate IT and Regent Education development and programming.
* Assume ownership of the software used in the financial aid office and the necessary authority to make decisions on behalf of the financial aid office as these decisions relate to software application, keeping in mind office objectives and policies. Decisions requiring change in policies should be brought to the attention of the Assistant Vice Chancellor and/or Director.
* Create Regent Award customer zone tickets that identify issues with, or enhancements for, Regent Award software and tickets for IT modifications.
* Develop, implement, and conduct testing plans for system "patches," updates, new releases, and for enhancement of existing office services to students. Testing must include implications for customized functionality.
* Develop reports using SQL, Argos, and Excel spreadsheets for the purpose of quality control, compliance, UAT, data analysis, institutional research, and audits. Implement and maintain internal and external financial aid related reports. These reports may be routine such as the "common data set" used by numerous higher education publications or may be special, one time reports. In conjunction with the Office of Information Technology, develop custom functions as needed.
* Work collaboratively with office staff and staff in other offices, especially the student financial services office, to ensure coordination of loan payments, efficiency, and good student service.
* Set up the system each year and maintain system integrity.

Supervision and Training

* Delegate strategically and direct the Assistant Systems Specialists in the daily functions that are performed: COD/ISIR/ NSLDS/correction file downloads and transmittal using EdConnect, load SBL files, batch package, loan origination, disbursement, and exit counseling.
* Provide training to the staff to ensure efficient and effective integration of software into the workflow of the office. Constantly seek ways to improve services through use of technology.
* Analyze office and student needs for information and Instruct staff on the flow of letters, e-mails, and processes/functions to produce accurate communications. This responsibility includes overseeing staff duties for analyzing office and student needs for information, developing the flow of letters and e-mails, and running the necessary processors/functions to produce accurate communications.
* Supervise the utilization of the US Department of Education data base systems to obtain loan applicant information, report payments, correct applicant data, and acquire information from the department.
* Closely monitor information and documentation in applicants' files to ensure policies, procedures, and governmental regulations are observed. Follow-up with staff on any irregularities.
* Maintain a calendar of key dates within the academic year to provide efficient timing of staff activities.

Financial Aid Packaging and Disbursement

* Working with IT, oversee daily transfer of student data from Banner to Regent Award. Run the automated packaging software to ensure eligible students are awarded financial aid.
* Execute disbursement daily during peak processing times (pre-trimester disbursement).
* Work in conjunction with other stakeholders to create a strategic plan for disbursement of financial aid prior to the start of every trimester.
* Collaborate with the Office of Information Technology to determine the timing of moving from planned units to actual units to ensure appropriate disbursements.
* For each trimester or module, design and implement a plan for verifying attendance and executing appropriate disbursements after the start of a trimester or module.
* Create and implement a plan for late disbursement for previous trimesters/aid years.
* Provide accurate, appropriate financial aid information to students, parents, employees, and the general public relative to the status of financial aid applications and policies and procedures governing the financial aid process.

USDE Compliance

* Make the director aware of any issues that may compromise compliance with laws, regulations, and policies. Should such issues remain unresolved, inform the Vice Chancellor of Enrollment Services.
* Utilize the US Department of Education data base systems to obtain loan applicant information, report payments, correct applicant data, and acquire information from the department. Prepare the Federal Fiscal Operations and Application for Funding Report (FISAP). Execute USDE Common Origination and Disbursement Import and Export information. Import and export Federal Pell Grant origination and disbursement files.
* Review all loan awards made by staff and the computer system to ensure compliance with regulations and school policy.
* Conduct regular audits of loan disbursements and adjustments. Reconcile electronic funds transfer (EFT) payments.
* Track receipt of loan originations from USDE and private lenders to assure students are paid in a timely manner and in accordance with federal regulations. Authorize all loan disbursements after determining students are eligible.
* Work with the IT development team and other stakeholders to create accurate data to facilitate compliance with USDE regulations for non-term and term based awarding and disbursing.

Quality Control

* Ensure data integrity for a non-term program which includes a complex data flow through multiple systems. Develop quality control systems for accuracy of course start dates, payment period start dates, leaves of absence, breaks, withdrawals, and masteries.
* Maintain documentation of all computer procedures and technical requirements.
* Monitor user security through the design of roles and permissions within the Regent Award financial aid management system. Report new findings and implement necessary processes to stay in compliance with student security updates.
* Analyze and correct mismatches between Regent Award, Banner, and USDE data.
* Develop reports using SQL and excel spreadsheets for the purpose of quality control, compliance, UAT, data analysis, institutional research, and audits.
* Closely monitor information and documentation in applicants' files to ensure policies, procedures, and governmental regulations are observed. Follow-up on any irregularities.
* Review and edit document tracking definitions throughout the year, improving and implementing document requests and processes as needed.
* Perform other duties, as assigned.



* Understanding of data relationships, how data is input (manually and electronically), and how the data is reported
* Knowledge of the components of teamwork and the ability to utilize those components in the office
* Knowledge of basic arithmetic computations including addition, subtraction, multiplication, division, fractions, percentages, and statistics
* Knowledge of the logic of computer applications and demonstrated ability to apply this knowledge to solve routine, extraordinary, and complex office problems
* Knowledge of federal, state, and university laws, regulations, policies, and procedures, and ability to utilize said knowledge to develop, maintain, and enhance effective, efficient, and compliant electronic financial aid awards and quality control monitoring, preferred
* Knowledge of Regent Award, Banner, SQL, and Title IV financial aid laws and regulations, preferred
* Interpersonal skills to relate sympathetically with others yet with sufficient detachment to communicate understanding of rules, procedures, and policy, preferred
* Writing skills to enable clear, concise correspondence and manuals
* Ability to gather and analyze data, reason logically, draw valid conclusions and make appropriate concise information and recommendations available in both oral and written forms
* Ability to keep information confidential
* Ability to solve computer-processing problems


* Bachelor's degree in the field of computer technology or adequate equivalent experience


* Skilled in the use of Microsoft Office tools particularly Word, Excel, and Outlook
* Ability to use standard office equipment: telephone, copier, fax, PC, computer printers, etc.

Contact with Students: Never

Contact with Faculty and/or Staff: Frequent

Contact with Community and Vendors: Occasional

Equal Employment Opportunity - Brandman University is committed to providing an educational and work environment free of unlawful discrimination and harassment in any form. Brandman prohibits all forms of discrimination and harassment on the basis of age, ancestry, color, religious creed (including religious dress and grooming practices), disability (mental and physical), marital status, medical condition, genetic information, military and veteran status, national origin (including language use restrictions), race, sex (including pregnancy, childbirth, breastfeeding, and/ related medical conditions), gender, gender identity, gender expression, sexual orientation, or any other characteristic protected by local, state or federal law.

Reasonable Accommodation - Brandman University provides reasonable accommodations to applicants with disabilities. If you need a reasonable accommodation for any part of the application and hiring process, please notify the recruitment department at

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