Financial Aid Advisor

FINANCIAL AID OFCR 2 SV (004987)

UCPath Position ID: MI-DPT571500-JC004526-PD169033

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

1100325

Approved Date:

1/30/2026 4:56:06 PM

Date Last Edited:

1/30/2026 4:56:00 PM

Last Action Effective Date:

5/9/2023

Organization Details

Business Unit (Location):

LACMP

Organization Code:

8400O

Organization:

CONTINUING EDUCATION

Division Code:

8420D

Division:

DEAN, UCLA EXTENSION

Department:

571500 - UNEX: ENROLLMENT AND STUDENT SERVICES

Position Details

UCPath Position Number:

MI-DPT571500-JC004526-PD169033

Position Description ID

169033

UC Payroll Title:

FINANCIAL AID OFCR 2 SV (004987)

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

STEPS

Job Code FLSA:

Non-Exempt

Union Code (Collective Bargaining Unit):

SV: STDT SVS & ADV PROF (SSAP)

Employee Relations Code:

E: All Others - Not Confidential

Employee Class (Appt Type):

2 - Staff: Career

Full-Time Equivalent (FTE)

1

SUPERVISION

UCPath Reports to Position Number:

40051308

Reports to Payroll Title:

FINANCIAL AID SUPV 1

UCPath Department Head Position Number:

41109707

Department Head Payroll Title:

ADMIN MGR 1

SUPERVISION - Indicates that the incumbent performs a variety of routine duties within established policies and procedures or by referral to the supervisor’s guidelines.

POSITION SUMMARY

Under the direct supervision of the Financial Aid Manager, the Financial Aid Advisor is responsible for counseling students and parents regarding all aspects of financial aid including the financial aid application and delivery system, federal, state and university financial aid programs, the Federal Direct Loan Program, Veterans Affairs-related benefits, and other types of aid/Work Force Innovation Opportunity Act (WIOA) contracts.

This role involves conducting student financial aid processes, including receiving and maintaining student files, processing and awarding aid, counseling/advising students, and ensuring compliance with regulations. Additional responsibilities include serving as the Veterans Affairs Coordinator, managing special programs (Dentistry, WIOA contract and UCLA Global Online), utilizing various student service systems, and assisting the Financial Aid Manager with report completion and scholarship fund administration. They will also screen and answer questions via phone calls and emails in a timely manner.

Excelling in quality, innovation, and impact, UCLA Extension (UNEX) is one of the top providers of continuing and professional education in the United States, offering programs and classes to more than 50,000 students per year through approximately 4,500 classes and certificate programs to meet the professional development, continuing education, and personal enrichment needs of the full spectrum of traditional, nontraditional, domestic, international, professional, and continuing education students throughout and beyond Los Angeles.

Access, Equity, Diversity, and Inclusion (AEDI) is one of UCLA Extension's guiding principles. We strive to extend access to UCLA, our programs, and services to underrepresented communities and populations, while serving as a model organization for AEDI in the field of continuing higher education. Committed to attracting and retaining diverse staff & instructors, UCLA Extension welcomes your experiences, perspectives, and unique identity.

Processing

1. Receive, evaluate, file and maintain paper and electronic student files, adhering to FERPA regulations.

2. Process and award financial aid based on established guidelines. Attend training sessions and workshops in order to remain updated on financial aid regulations.

3. Investigate and resolve students' problems to a satisfactory conclusion.

4. Schedule and provide counseling appointments to students as needed.

5. Exercise professional judgment implemented under the Federal Methodology regulations. Review the accuracy and completeness of student appeals for revisions and/or reevaluations. Direct students to various referral sources including other university departments, governmental agencies, and private organizations.

6. Remain up-to-date on all regulations, policies and procedures governing student financial assistance, including Federal Pell, Federal SEOG, Federal Perkins Loan, the Federal Family Educational Loan Program, Federal Work Study, Cal Grant, and University Grants.

7. Counsel students regarding maintenance of student financial aid programs based on established satisfactory academic progress standards and procedures.

8. Conduct verification of financial aid application data in adherence with US Department of Education guidelines. Review complex federal tax returns and other financial aid documentation related to determining a family's aid eligibility.

9. Review and respond to appeals and petitions submitted by students and families. Utilize professional judgment and counselor discretion as defined by Title IV regulations, when necessary, in order to evaluate files based on extenuating circumstances and individual scenarios from various criteria of students (e.g. Dependent/ Independent).

10. Utilize student services systems, including Financial Aid Management system (FAM), Student Records System (SRS), Report Distribution System (RDS), and the Billing and Receivable system (BAR) used for accessing student data and the student record system used for accessing student data. Use various online financial aid processing resources pertinent to the administration of financial aid which includes Sallie Mae Common Line and ELM Loan Processing systems and other lender electronic loan certification sites. Provide assistance in completing various processing edit reports including awarding abnormality reports, over award reports, award revision reports, and other special reports, as needed.

11. Other duties and tasks associated with the processing and delivery of student financial aid.

12. Serve as the Veterans Affairs Coordinator and certifying official for veteran students by maintaining adequate files and records for students receiving VA educational assistance.

13. Processes certification for VA benefits according to federal guidelines and regulations: perform needed analysis calculations to determine eligibility requirements satisfy for all federal, state and institutional laws: determines award amount adjustments, changes, or corrections as needed to student VA accounts.

14. Assist the Financial Aid Manager with the completion of various reports.

15. Conduct needs analysis assessments for scholarship applicants to determine eligibility for financial aid.

16. Administer scholarship funds and ensure compliance with applicable regulations and guidelines

40%

Student Services Advising

1. Inform students on policies and procedures of the various financial assistance services.

2. Inform students on criteria for determination of dependent and independent" status.

3. Inform students on the effects of Federal Methodology.

4. Inform students of procedures for changes in the students' family financial circumstances.

5. Inform students of their financial aid providing step-by-step guide to the students financial Aid Notification (FAN) and UCLA Extension awarding policies and procedures.

6. Distribute appropriate Financial Aid applications to students providing guidance and clarification of eligibility and guidelines for all Financial Aid programs.

7. Serve as advisor for veterans by counseling and assisting them with their educational pursuits.

8. Inform students on policies and procedures of the Work Force Innovation Opportunity Act (WIOA) contract and other financial assistance services.

9. Collaborate with the Department of Budget and Financial Services in preparing data analysis for WIOA and Trilogy contracts. E"

20%

Management of Special Programs

1. Evaluate all incoming documents for awarding.

2. Process and award based on established guidelines.

3. Effectively and independently manage and administer one or more special programs that require depth knowledge and understanding. The programs include, but are not limited to: Dentistry, WIOA contract and UCLA Global Online.

4. Provide specialized counseling and awarding to students regarding the unique nature of each program.

5. Keep abreast of the changing non-financial aid regulations, processing and requirements pertaining to the administration of special programs to ensure timely delivery of aid to students.

6. Develop and maintain a comprehensive structure for delivering aid to students in programs that require specialized handling and processing.

7. Serve as the liaison to the academic program department. Meet regularly to discuss process enhancements and effects of policy and/or regulation changes.

8. Coordinate all file review. Verification, awarding and revisions to student award within each program.

9. Conduct individual and group presentations that outline the specific processes associated with each unique program. E

30%

Financial Aid Response System / Phone Service

1. Screen, direct, and answer questions regarding general financial aid questions, including Veterans Affairs and the Work Force Innovation Opportunity Program (WIOA).

2. Respond to all incoming calls and FAO emails within a timely manner.

3. Evaluate, analyze, and refer complicated issues to Financial Aid Manager. E

10%

•

Performs other duties as assigned.

•

Complies with all policies and standards.

•

Complies with the University of California, Los Angeles (UCLA) Principles of Community.

•

This position description is not intended to be a complete list of all responsibilities, duties or skills required for the job and is subject to review and change at any time, with or without notice, in accordance with the needs of the organization.

QUALIFICATIONS

Bachelor's Degree

in related area and / or equivalent experience / training

Required

And

Master's Degree

in higher education / student affairs and / or related area

Preferred

2 - 3 years

Minimum of progressively responsible, related professional experience in financial aid, preferably in a postsecondary or closely related setting

Required

Strict compliance with Federal Educational Rights and Privacy Act (FERPA) laws; Strict compliance with Federal, State, and University policies and regulations governing Financial Aid, Workforce Investment Board and Veterans Benefits.

Required

Strict compliance with the UC, UCLA, and UNEX policies governing enrollment, academic records, academic integrity, financial aid; Ability to read policies and procedures written in Standard English text and interpret the information clearly and accurately to students and other internal/external customers in a manner that is easy to understand.

Required

Ability to honor confidentiality and handle confidential/sensitive matters with discretion and tact.

Required

Mathematical skills sufficient to perform basic calculations, ratios, rates, percentages and other financial operations with speed and accuracy.

Required

Working knowledge of Financial Aid Management System (FAM) or similar systems.

Preferred

Demonstrated expertise in using current and future UNEX systems required for service to students, including but not limited to Student Information System, Virtual Contact Center, live chat, and queue-management systems; ability to understand basic work

Required

Ability to respond to customer needs and expectations in a supportive and professional manner, with attention to promptness and a focus on solutions. Diplomatically resolve complaints, and demonstrate respect for persons of various social and cultural backgrounds; Ability to maintain a calm and professional demeanor when communicating with disgruntled students or facing an emergency situation.

Required

Adhere to established work schedule; arrive on time and prepared for meetings; follow through on promises and commitments.

Required

Ability to foster strong, collaborative relationships with other Student Services units, UNEX academic and administrative offices, and campus partner offices.

Required

Ability to take initiative in resolving communication problems or misunderstandings in the workplace calmly, respectfully, and with professionalism at all times; Demonstrated ability to advise, facilitate, problem solve, and to work effectively and diplomatically under time pressures, frequent interruptions, and distractions in a fast-paced environment.

Required

Exceptional professional judgment working with a population of students who can sometimes be vulnerable and in need of sensitive support; Demonstrated experience working with financial aid in a post-secondary educational institution.

Required

Excellent interpersonal, written, and verbal communication skills to ensure direct, effective, respectful, and cooperative interactions with diverse groups of people, including students, instructors, senior-level administrators, staff, campus department; Ability to successfully balance responsibility to the institution with responsibility to the student. Keen instincts on when an issue should be escalated to Manager for consultation or resolution.

Required

SPECIAL REQUIREMENTS AND/OR CONDITIONS OF EMPLOYMENT

Background Check: Continued employment is contingent upon the completion of a satisfactory background investigation.

Live Scan Background Check: A Live Scan background check must be completed prior to the start of employment.

Age Requirement: Candidate(s) must be 18 years or older to be eligible to be hired.

Ability to occasionally work flexible shifts (nights and weekends) for special events.

Required

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Non-University Setting(s)

Location:

1145 Gayley Ave. Los Angeles, CA 90024

•

Commonly used office equipment.

Standing/Walking

X

Sitting

X

X

Bending/Stooping

X

Squatting/Kneeling

X

Climbing

X

Lifting/Carrying/Push/Pull 0-25 lbs

X

X

Lifting/Carrying/Push/Pull 26-50 lbs

X

Lifting/Carrying/Push/Pull over 50 lbs

X

Physical requirements other

X

Chemicals, dust, gases, or fumes

X

Loud noise levels

X

Marked changes in humidity or temperature

X

Microwave/Radiation

X

Operating motor vehicles and/or equipment

X

Exposures other

X

Sustained attention and concentration

X

X

Complex problem solving/reasoning

X

X

Ability to organize & prioritize

X

X

Communication skills

X

X

Numerical skills

X

X

Mental demands other

X

X

Classification 3:  Position in which exposure to blood, body fluids or tissues is not part of the position description. The normal routine task involves no exposure to blood, body fluids or tissues and the employee can decline to perform tasks which involve a perceived risk without retribution.