Financial Aid Program Specialist 3

Position Summary

Financial Aid provides students access to the resources they need to begin and continue their education, making college possible when it might otherwise be out of their reach. This position directly supports that mission by serving as a primary point of contact and resource for students delivering accurate information and guidance on financial aid processes. Through problem-solving and coordination with campus departments, the role removes barriers to enrollment and completion for financial aid students, ensures compliance with state and federal regulations, and fosters an inclusive, welcoming environment. By helping students navigate complex processes and access necessary resources, the position advances the college's goals of equity, retention, and successful student outcomes.

Pay, Benefits & Work Schedule

Position Salary Range: $59,724/year - $80,436/year

The salary information shown above is a general guideline only. The salary will be determined based on candidate's qualifications and related experience, as well as market and business considerations. Individuals newly hired to Classified position are placed in a salary range based on the WPEA Collective Bargaining Agreement.

We offer comprehensive compensation package with salary and benefits as the main components. Competitive salary is within the Range stated above, and commensurate with qualifications and experience. Generous benefits package is offered through Washington State plans that includes multiple medical, dental, life and disability coverage choices for employees and dependents; choices of retirement and deferred compensation plans; paid holidays, sick, and vacation plans; transit program, reduced tuition, employee discounts and memberships, etc.

The employee is scheduled to work 40 hours per workweek. This is a Classified, overtime eligible position and represented by the Washington Public Employee Association of Higher Education (WPEA-HE).

About The College

Bellevue College is a vibrant, student-centered institution located just 10 miles east of Seattle. Serving one of the most diverse student populations in Washington - we are proud to reflect the global community we serve.

As an employer, Bellevue College is committed to fostering a workplace where employees feel valued, supported, and empowered. We believe that our faculty and staff are essential partners in fulfilling our mission, and we prioritize professional growth, collaboration, and innovation in everything we do. Employees at Bellevue College benefit from opportunities to expand their skills, contribute to meaningful work that changes lives, and engage in a community that is deeply committed to inclusion.

We are dedicated to creating an environment where creativity and innovation thrive, and where the contributions of every employee help shape both the success of our students and the vitality of the region. At Bellevue College, you will find a community that supports your goals, values your voice, and celebrates your impact.

For more about Bellevue College's impact, visit Facts at a Glance.

About the Department

The Financial Aid Office in collaboration with Student Central supports the mission of Bellevue College by providing high quality, flexible and accessible services, which support student access to educational opportunities that advance pluralism, inclusion, and global awareness. Student Central provides complex comprehensive and confidential service and information for programs identified as Enrollment Services, Evaluations and Graduation, and Financial Aid. Services include; providing information and access to functions related to transfer and evaluation of credits, graduation, prior learning credit, residency application processes, registration and all other enrollment functions, in addition to financial aid application processes required to award funds needed to pay for college.

Essential Functions

Manage, Direct, and Coordinate All Aspects of the processing of third-party waivers, emergency grants, veterans program waivers, and financial aid outreach

• Advise and refer students on third party and veterans¿ waivers and awarding, placement, and fund disbursement collaborating with other departments including Veteran Services and Finance staff to ensure students are properly counseled for funds available regarding their education.
• Advise students, faculty, staff, and other interested parties regarding rules and regulations related to third party waivers and work independently to resolve student problems or issues.
• Manage all aspects of the waiver process and serve as a backup to the emergency grant process to include SEAG (Student Emergency Assistance Grant), SSEH (Supporting Students Experience Homelessness), and Safety Net.
• Run the third-party queries from ctcLink monthly.
• Run over award queries from ctcLink monthly.
• Coordinate agency payments with Finance; ensure funds are added appropriately and adjust student account if over awarded. Manually update student records to reflect reconciliation of waiver and grant funds offered and disbursed.
• Responsible for running fund roster report and helping resolve any student funding issues.
• Gather data and report on activities as requested.
• Communicate with students by drafting letters that provide information to students regarding missing, or incomplete documentation, or the need for additional documentation.
• Manage the third-party waivers for eligibility, which includes not limited to interpreting Federal, State, and Institutional regulations, verification of credits, grades and attendance, and communication with students and supervisors
• Communicate with WSAC (Washington State Achievement Council), Finance, and Department of Education (ED) to ensure proper tracking of funds and disbursement to students as intended.
• Reconcile third party funds as needed or required within the systems of WSAC portal, Common Origination Disbursement (COD), ctcLink (Peoplesoft) and through communication with the Finance office.
• Use and analyze ctcLink Business Process Guide for reports and queries applicable to position.
• Coordinate and collaborate with State Board for Community and Technical Colleges to make sure software upgrades and developed processes meet state and federal requirements for third party waivers and emergency grants, this may include setting up, testing new processes, reporting issues, proposing solutions and feedback to ensure compliance with ED.
• Authorize program fund disbursements using the college ctcLink system.
• Clear less than full-time holds (FLF) from disbursements so funding can be released to students.
• Review and clear service indicators on student's accounts for financial aid holds.
• Lead financial aid outreach to include FAFSA/WASFA workshops, high school and community visits, and classroom visits.
• Certify and award National Guard Grant.

Analyze and Evaluate Documentation to Determine Financial Aid Completion and Student Eligibility, Audit Processes, and Award Federal and State Funding

• Review student files to ensure submission of required documents, accuracy of documents, and initial eligibility for financial aid funds.
• In accordance with federal regulations, complete V4 and V5 file reporting in ctcLink and the FAFSA Partner Portal.
• Apply specific policies and regulations to determine financial need, as defined by the Department of Education, and offer federal and state aid based on criteria and documents included in the student files and application data.
• Using data obtained from federal and state software programs and systems, analyze application and other information to determine eligibility for aid.
• Run queries that assist in streamlining processes for business processes.
• Analyze and evaluate documentation submitted by students and submit corrections to the federal processor as needed.
• Use Professional Judgment as defined by the Department of Education to make exceptions and change data elements included on the FAFSA and in the student's budget, based on student specific circumstances.
• Cross-train in other areas of Financial Aid, such as Pell, Census, R2T4, SAP, Loans, State Aid, Disbursements, Workforce, Work Study, Scholarships, and ISIRs to be a back up to specific programs.

Provide Technical Assistance with Applications and Processes and Provide Consultation and Problem Resolution to Students Related to all Student Central Services

• Create a welcoming environment for the diverse Bellevue College community
• Assist students with questions in all areas that make up Student Central. This work includes, financial aid rules and process information, registration processes and information, residency rules, testing rules and process information, and processes related to evaluation of credit and graduation.
• Independently counsel, answer frequent questions, problem solve, and provide technical assistance through in-person interactions, email, phone, Zoom/Teams virtual platform, and the online ticketing system about admissions, residency, registration, financial aid, transfer of credit, testing and placement, and graduation; provide comprehensive information, guidance, recommendations and resources.
• Interpret and explain financial aid policies and procedures to students, faculty, staff, and community members from diverse backgrounds.
• Communicate and follow rules and practices governing confidentiality laws such as FERPA (Family Educational Rights and Privacy Act).
• Work cooperatively with departments, staff, faculty and administrators across campus, and contribute to a diverse workplace through ideas or experience.
• Attend weekly training and Student Central meetings and provide suggestions for continuous improvement and efficient use of resources needed to improve service to students, student success, retention, and completion efforts.
• Provide additional assistance to FAFSA and WASFA students to complete applications or resolve issues regarding their applications.
• Monitor the Satisfactory Academic Progress (SAP) of students and assist with quarterly SAP projects.

Track, Read, and Interpret Federal, State, and Campus Regulations and Policies and Monitor Compliance

• Track legislative, Department of Education, the State Board for Community and Technical Colleges (SBCTC), and Washington Student Achievement Council (WSAC) issues as appropriate, and inform higher-level staff of changes to rules and regulations specific to third party waivers, agency payments, and emergency grants.
• Attend training conferences, and or other related information sessions when offered to remain current in policies, procedures, and regulations related to assigned programs.
• Participate in developing processes, policies, and procedures needed to stay in compliance with new or changing regulations and provide training to other staff related to student records and the assigned programs
• Anticipate problems or issues that may arise from changes to waivers, agency payments, and emergency grants and recommend action to avoid such problems or issues.
• Complete NASFAA (National Association of Student Financial Aid Administrators) and/or FSA (Federal Student Aid) Coach certifications related to verification, student eligibility and program specific related trainings.

Communicate with Students through Creation of Letters and Information Documents and Based on Specific Student Needs, Develop Resolution to Eligibility Issues and other Complex Problems

• Draft and send letters to notify students with issues or problems related to financial aid eligibility and missing information
• Create documents that offer clear steps students need to take to resolve eligibility issues and other problems.
• Update and maintain system letters related to student notification about missing checklists, offers, revised offers, exit letters, and all other letters generated from ctcLink
• Send letters that normally go out automatically through ctcLink and error, manually by individual email or by mail.
• Review website weekly for Financial Aid dashboard processing, quarterly for Financial Aid newsletter, yearly for forms, and as needed for any other Financial Aid updates.
• Perform others tasks as assigned by the Director or Associate Director as needed.

Minimum Qualifications

• Bachelor's Degree in a related field. Any combination of relevant education and experience may be substituted for the educational requirement on a year-for-year basis
• One or more years full-time experience, or equivalent part-time experience, working in a financial aid office in a higher education setting, with a demonstrated ability to work in accordance with policies, procedures, and federal and state regulations
• One or more years full-time experience, or equivalent part-time experience, processing financial aid files, and offering aid to students in a higher education setting.
• Experience working in a collaborative team environment with diverse employees and student/customer groups
• Effective verbal and written communication skills
• Demonstrated ability to understand and interpret detailed information and troubleshoot and problem solve issues with attention to detail
• Demonstrated ability to think critically, be proactive, meet deadlines and prioritize time-sensitive work
• Proficient in MS Office
• Effective customer service skills
• Experience in data entry, web applications, searching the internet, troubleshooting basic computer issues, and reporting

Position Specific Requirements

• Complete NASFAA (National Association of Student Financial Aid Administrators) and/or FSA (Federal Student Aid) Coach certifications related to verification and student eligibility
• Complete a review of the WCG. WBG, and CBS program handbook within three months of hire

Preferred Qualifications

• Experience with PeopleSoft (ctcLink) in a higher education setting
• Experience in administering one or more federal or state financial aid programs
• One (1) year experience working in a Washington State Community and Technical College setting in an office related to admissions, financial aid, finance, or other related field as a full-time employee, or equivalent experience as a part-time employee
• Demonstrated experience with database systems and federal databases and programs such as NSLDS, COD and CPS Online

Conditions of Employment

Bellevue College intends to provide a drug-free, healthy, safe, and secure work and educational environment. Each employee is expected to report to work in an appropriate mental and physical condition to perform her/his/their assigned duties.

Bellevue College employs only U.S. citizens and lawfully authorized non-U.S. citizens. All new employees must show employment eligibility verification as required by the U.S. Citizenship and Immigration Services.

Sexual Misconduct and Background Check:

Prior to start of employment, finalists(s) for this position will be subject to a pre-employment background check as a condition of employment. Information from the background check will not necessarily preclude employment, but will be considered in determining the applicant's suitability and competence to perform in the position.

Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington State Law.

Check frequently in your inbox, spam, junk, clutter email folders for any communication regarding the next steps from Bellevue College and our background check partners.

Reference Check:

Reference checks may include, but are not limited to, contacting references and verification of work experience, and/or past job duties.

Other Information

• This position is NOT eligible for relocation allowance.
• This position is NOT eligible for sponsorship for employment-based visa.

How To Apply

Applications received will be given full consideration until the position is filled.

All individuals interested in this position are encouraged to apply. Your application must include a complete online application and all of the required documents below to be considered complete. Any application that does not provide all requested information will not be considered for the position (only submit required documents with the application, additional will not be reviewed.) Please review Application Tips before applying. Current Bellevue College employees should apply the position through Employee Self Service.

Required application materials:

• Attach a Cover Letter (min 1 pg., max 2 pgs.)
• Attach a Resume
• Complete the Job Questionnaires

Contact:
If you have questions with regards to the application or the hiring process, please contact Office of Human Resources at jobs@bellevuecollege.edu.

EEO Statement

Bellevue College does not discriminate on the basis of race, color, national origin, language, ethnicity, religion, veteran status, sex, sexual orientation, including gender identity or expression, disability, or age in its programs and activities. Please see policy 4150 at www.bellevuecollege.edu/policies/. The following people have been designated to handle inquiries regarding non-discrimination policies: Title IX Coordinator, 425-564-2641, Office C227, and EEOC/504 Compliance Officer, 425-564-2178, Office B126.

Applicants with disabilities who require assistance with the recruitment process may contact hraccommodations@bellevuecollege.edu.