Financial Aid Counselor

This role sits within the Division of Enrollment Management, which includes the Offices of Enrollment Management, Undergraduate Admissions, Financial Aid and Scholarships, and the University Registrar. The division supports campus goals to recruit, retain, and provide a first-in-class education to talented students from all backgrounds. The Office of Financial Aid & Scholarships administers financial assistance—including scholarships, grants, loans, and work-study awards—to eligible students based on financial need, academic merit, or other factors.

About the role

Working independently under general supervision, the Financial Aid Counselor applies a broad understanding of student aid program practices and policies to determine appropriate allocation of aid awards and authorize exceptions. The role involves providing individual counseling on non-routine, sensitive aid issues in an accurate, timely, professional, and courteous manner, including interpreting government and university rules and regulations for students, parents, colleagues, and the public. The counselor also analyzes regulations and contributes to the development of UCI Financial Aid Office policies and procedures.

Responsibilities

• 35%: Conducts financial aid award needs analysis for undergraduate, graduate, and professional degree students (evaluating financial data, family circumstances, social background, academic status, and educational goals). Applies knowledge of federal, state, university, and outside agency laws, regulations, and policies to determine eligibility for various types of financial aid. Identifies available resources and unmet needs to allocate federal, state, institutional aid, and campus scholarship awards.
• 35%: Provides individual in-person or virtual counseling on non-routine, sensitive aid issues. Exercises professional judgment to authorize changes in financial aid awards based on updates, corrections, or special circumstances. Refers students to other UCI departments (e.g., UCI Basic Needs Hub) or off-campus agencies (e.g., Social Services) as needed.
• 10%: Coordinates with other UC departments to implement and evaluate student-focused activities, programs, and services (e.g., education abroad programs). Advises UCI departments and employees on existing financial aid procedures, resources, and options. Recommends policy or procedural changes to benefit specific student groups (e.g., students with disabilities).
• 10%: Reconciles large volumes of student data from multiple sources (e.g., campus financial aid systems, Financial Services: Student Billing System, California Student Aid Commission web system). Identifies and resolves mismatches and errors. Develops database elements, queries, and reports to monitor aid programs. Analyzes exception reports for students whose aid packages require manual resolution.
• 5%: Coordinates, implements, evaluates, and reports on UC, campus, government, and/or agency programs. Maintains working knowledge of regulations and develops or recommends procedures to ensure compliance and accurate aid delivery.
• 5%: Performs additional duties as assigned to support the Office of Financial Aid and Scholarships.

Requirements

• Working knowledge of policies, regulations, and practices for awarding financial aid, including specialized knowledge of particular programs.
• Working knowledge of University policies, processes, and procedures.
• Working knowledge of advising and counseling techniques.
• Ability to interpret policies and develop procedures to ensure compliance.
• Problem identification, critical thinking, and problem-solving skills; strong judgment and decision-making ability.
• Ability to calculate financial aid with attention to detail and accuracy.
• Organizational skills and ability to prioritize work and meet deadlines.
• Strong written and verbal communication skills, including active listening and customer service orientation.
• Ability to assess processes and implement improvements.
• Thorough interpersonal skills.
• Proficiency with standard office software, internet, and email applications, as well as University/financial aid-specific computer programs.
• Experience using complex databases and defining specifications for database programming.
• Strong presentation skills for diverse audiences and delivery methods.
• Skill to communicate effectively in person and on the phone with staff, faculty, students, and community members.
• Ability to compose and edit clear, concise, factually and grammatically correct written and analytical reports.
• Skill to coordinate and organize multiple complex projects and manage competing deadlines.
• Ability to address complex issues, provide solutions, and maintain security and confidentiality of information and records.

Qualifications

• Experience using student financial planning and/or student billing systems (desired).
• Knowledge of Institutional Need Analysis System (INAS) (desired).

Special Conditions

• Occasional/seasonal nights and weekends required.
• Must successfully complete/pass a US Department of Justice background check.
• Onsite availability is required. Hybrid schedule may be an option after successful completion of training.