Program Specialist 3- Student Financial Services

About the role

The Program Specialist 3- Student Financial Services position at South Puget Sound Community College (SPSCC) is open until filled. Priority review begins June 24, 2026.

Responsibilities

• Analyze incoming financial aid applications and supporting documentation to determine eligibility in accordance with applicable federal, state, and institutional regulations.
• Perform file verification (C-codes, conflicting info, professional judgment) when selected by the Department of Education or as directed.
• Independently advise students and families on federal, state, and institutional financial aid programs, application processes, and eligibility criteria.
• Read, interpret, and implement local, state, and federal regulations applicable to the assigned program area; identify where federal and state guidelines align and differ.
• Determine eligibility and award aid in accordance with regulatory requirements and internal awarding policies, including Pell, SEOG, WCG, CBS, Federal/State Work Study, VA Benefits, and Direct Loans as applicable to assignment.
• Evaluate Satisfactory Academic Progress (SAP) review; Financial Aid Appeals for future eligibility and ensure compliance with Federal and State regulations.
• Evaluate and reconcile student data across multiple systems - ctcLink, qashiering, registration, EAB Navigate 360, COD, and government databases - contacting outside parties or students as needed to resolve discrepancies and adjust aid packages.
• Counsel applicants through complex application materials with strict confidentiality, including immigration status, complex tax situations, and individual/family barriers, in accordance with federal and state guidelines; connect students with funding options through state, federal, and third-party agencies.
• Understand the historical barriers faced by Black/African American, Indigenous, Latinx, and Pacific Islander students, and apply that understanding to daily practice and student-facing work.
• Support special projects and initiatives as assigned by the Director or Dean.
• Deliver high-quality, culturally responsive customer service across in-person, virtual, phone, and email channels; apply an equity lens to all interactions and actively work to mitigate Systemic barriers for first-generation, undocumented, disabled, domestic violence-affected, and formerly justice-involved students.
• Utilize EAB Navigate 360 to communicate with students, set appointment availability, and respond to student inquiries.
• Lead or support disbursement and fund authorization processing; run reports and queries in ctcLink to identify and resolve disbursement errors; adjust and cancel aid based on Enrollment changes or regulatory requirements, and notify students as appropriate.
• Perform electronic file transfers to COD and WSAC on federally and state-required schedules; correct rejected originations and disbursements; monitor and resolve reporting exceptions (e.g., MRR/POPS); maintain Aid Year Rollover run controls and file configurations.
• Reconcile program funds with COD, WSAC, and the Finance Office on schedules established by program regulations; collaborate with student financials, cashiers, and payroll to investigate and resolve data discrepancies; track program expenditures and verify fund balances monthly, quarterly, and annually.
• Assess federal and state reports to identify and resolve account discrepancies within required timelines; maintain compliance documentation; assist with preparation of disbursement data for federal and state reporting (Operations Report, Unit Record Report); submit monthly cash requests and required state reports to WSAC.
• Support operational continuity across financial aid program areas as directed; apply working knowledge of multiple program areas to ensure consistent service delivery.
• Perform financial aid program administration duties as assigned by the supervisor. Specific work assignments may include any combination of the following program areas and functions, based on operational need and supervisor direction: Federal program administration, including origination, disbursement, and reconciliation of Title IV funds (Pell, Direct/Stafford Loans); monitoring COD transactions; completing required federal documentation (MPN, Entrance/Exit Counseling); processing Return to Title IV(R2T4) calculations; and resolving report discrepancies within federal compliance timelines. State program administration - including updating WSAC eligibility in ctcLink, processing and reconciling state fund awards (WCG, CBS, Passport, WASFA, and related programs), submitting monthly cash requests and A-19s, and coordinating Work Study program administration, including fund monitoring, employer contracts, and student payroll. Electronic file management and compliance tracking - including ISIR electronic transmissions and correction file transfers, Aid Year Rollover run controls, SAP tracking and appeals coordination, and CTC Link status updates and EdPlan monitoring. Scholarship and emergency aid administration, including reviewing applications, awarding funds, and collaborating with the Foundation on quarterly account reconciliation.

Qualifications

• Bachelor’s Degree AND two years of experience in financial aid, student services program administration, or a closely related regulatory compliance/program coordination role; OR equivalent education/experience.
• Demonstrated ability to read, interpret, and apply federal, state, and/or institutional regulations and policies. Experience with electronic information management systems and/or database software (e.g., btcLink/PeopleSoft, COD, WSAC portals).
• Analytical, critical thinking, and problem-solving skills in a program administration or financial eligibility context.
• Experience with privacy laws and confidentiality requirements (e.g., FERP, immigration-related records).
• Intermediate proficiency with Microsoft Office Suite (Excel, Word, Outlook); ability to merge, sort, and analyze spreadsheet and database data.
• Effective verbal and written communication skills in English; ability to produce written reports for internal and external audiences.
• Ability to work accurately with numbers and detailed records; strong attention to detail and accuracy.
• Ability to work independently and collaboratively, prioritize multiple tasks, maintain confidentiality, and accommodate frequent interruptions.
• Commitment to equity, diversity, and inclusive service delivery across student populations.