Systems Analyst – Financial Aid

Financial Aid Department
Job #537700
First Review Date: Wednesday, May 8, 2024

Open Until Filled

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Founded in 1913, Cal Poly Humboldt began as a small college for teachers. Today Humboldt has grown into a comprehensive university with rigorous science and liberal arts programs. Designated a polytechnic in 2022, Cal Poly Humboldt provides hands-on, impactful educational opportunities that lead to meaningful, measurable outcomes for the individual, for the state, and the world.

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Finding a better future is a task for the bold and open, the down-to-earth and visionary. Cal Poly Humboldt strives to cultivate these qualities in leaders, innovators, and scholars in every field.

(Job #537700) Administrative Analyst/Specialist I – Non-Exempt, Systems Analyst – Financial Aid, Salary Range: $3,694 - $7,131 monthly. Hiring Range $3,694 - $3,879 monthly. This is a full-time, benefited, non-exempt, 12-month pay plan permanent position with a one-year probationary period in Financial Aid Office. This position comes with a premium benefits package that includes outstanding vacation, medical, dental, and vision plans, life insurance, voluntary pre-tax health and dependent care reimbursement accounts, a fee waiver education program, membership in the California Public Employees Retirement System (PERS), and 14 paid holidays per year. Additional benefits information can be found at https://hraps.humboldt.edu/employee-benefits.

Position Summary:

Working independently and under general direction of the Lead Systems Analyst, the Systems Analyst will support the Financial Aid Office by providing timely and effective services regarding all aspects of the PeopleSoft Financial Aid system module and other financial aid processing systems and solutions, as well as regulatory compliance and integration of compliance requirements into systems.    

Key Responsibilities:

Daily Systems Duties – 30%

• Assists with configuring and testing business software systems for the timely processing of financial aid applications, sending communications to students, and automated awarding.
• Electronically exchanges Pell Grant, TEACH Grant, Direct Loan, and FAFSA/ISIR  data on a recurring basis to the Common Origination and Disbursement Center (COD) and the Central Processing System (CPS).
• Executes and reviews recurring system processes for successful and accurate completion.
• Interprets and applies a wide variety of complex business process guides, procedures, and regulations to software configuration. 
• Develops and runs ad hoc queries and reports using PeopleSoft Query Manager or other SQL tool.
• Tests business technology systems when new maintenance packs are delivered. 
• Processes daily imports and export of electronic Financial Aid records: new ISIRs, EDE corrections, Pell originations and disbursements, loan originations and changes, loan promissory notes and entrance counseling, and federal financial aid disbursements to the Common Origination and Disbursement Center (COD); reconciles any rejects or discrepancies
• Performs processes for submission of PeopleSoft Communications between the Financial Aid Office and the financial aid applicants and/or recipients.
• Assists in submission of Perkins and California Dream Loan recipients to ECSI for completion of promissory notes.
• Sends bulk email communication from the Financial Aid Office to students.
• Resolves 30-day Warning Report Issues from COD for Direct Loans.
• Process weekly import/export of CalISIRS, CalGrant and MCS files between California Student Aid Commission (CSAC) and Financial Aid System.
• Exercises a thorough mastery of PeopleSoft Financial Aid, National Student Loan Data System, the Common Origination and Disbursement site, and other US Department of Education systems and websites as needed.
• Works closely as needed with technical staff to troubleshoot problems with system processes under responsibility.

Processing & Troubleshooting – 30%

• Processes daily imports and export of electronic Financial Aid records: new ISIRs, EDE corrections, Pell originations and disbursements, loan originations and changes, loan promissory notes and entrance counseling, and federal financial aid disbursements to the Common Origination and Disbursement Center (COD); reconciles any rejects or discrepancies.
• Performs processes for submission of PeopleSoft Communications between the Financial Aid Office and the financial aid applicants and/or recipients.
• Assists in submission of Perkins and California Dream Loan recipients to ECSI for completion of promissory notes.
• Sends bulk email communication from the Financial Aid Office to students.
• Resolves 30-day Warning Report Issues from COD for Direct Loans.
• Process weekly import/export of CalISIRS, CalGrant and MCS files between California Student Aid Commission (CSAC) and Financial Aid System.
• Exercises a thorough mastery of PeopleSoft Financial Aid, National Student Loan Data System, the Common Origination and Disbursement site, and other US Department of Education systems and websites as needed.
• Works closely as needed with technical staff to troubleshoot problems with system processes under responsibility.

Testing and Queries – 20%

• Assists with configuring and testing business software systems for the timely processing of financial aid applications, sending communications to students, and automated awarding.
• Electronically exchanges Pell Grant, TEACH Grant, Direct Loan, and FAFSA/ISIR  data on a recurring basis to the Common Origination and Disbursement Center (COD) and the Central Processing System (CPS).
• Executes and reviews recurring system processes for successful and accurate completion.
• Interprets and applies a wide variety of complex business process guides, procedures, and regulations to software configuration. 
• Develops and runs ad hoc queries and reports using PeopleSoft Query Manager or other SQL tool.
• Tests business technology systems when new maintenance packs are delivered. 

Reconciliation of Funds – 15%

• Assists with the monthly reconciliation of the Direct Loan and Work-Study Programs between the Common Origination and Disbursement (COD) Center, Financial Aid Accounting and Financial Aid as required by the Department of Education; resolves any discrepancies and maintains reports for auditor’s purposes.
• Resolves Federal Pell Grant Overpayment Roster issues to ensure appropriate reimbursement for payments.
• Assists with monthly reconciliation of Pell Grant between Common Origination and Disbursement(COD) Center, Financial Aid Accounting and Financial Aid as required by the Department of Education.
• Assist with reconciliation of CalGrant and MCS program between California Student Aid Commission (CSAC), Financial Aid Accounting and Financial Aid.

Other duties as Assigned – 5%

Knowledge, Skills, and Abilities Associated with this Position Include:

1. Working knowledge of general practices, program, and/or administrative specialty including computing systems and automated, networked environments; and Microsoft Windows and Microsoft Office including Microsoft Excel, Word, and Outlook.
2. Basic knowledge of and ability to apply fundamental concepts.
3. Working knowledge of budget policies and procedures.
4. Ability to learn, interpret, and apply a wide variety of policies and procedures relating to and impacting the applicable program, organizational unit, and/or administrative specialty.
5. Knowledge of basic methods and procedures for research and statistical analysis and the ability to apply them, including database queries, tables, and processes.
6. Ability to analyze data and make accurate projections using business mathematics and basic statistical techniques.
7. Ability to organize and plan work and projects including handling multiple priorities, including the ability to use initiative and resourcefulness in planning work assignments using good judgment, attention to detail and follow-through.
8. Ability to make independent decisions and exercise sound judgment, including independent problem solving, active decision making, and technical skills. 
9. Ability to compile, write, and present reports related to program or administrative specialty.
10. Demonstrated ability to establish and maintain effective working relationships within and outside the work group and serve as a liaison for the organizational unit.
11. Ability to establish and maintain cooperative working relations and communications with diverse population of students, faculty, staff, community, and outside organizations.
12. Ability to effectively communicate and work cooperatively in team-oriented environment.

Minimum Qualifications:

1. Entry to this classification requires general knowledge and skills in the applicable administrative and/or program field with a foundational knowledge of public administration principles, practices, and methods. This foundation would normally be obtained through a bachelor's degree and/or equivalent training and administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs.

Preferred Qualifications:

1. 1. Experience in collecting, evaluating, interpreting, and analyzing data.

Application Procedure: To apply, qualified candidates must electronically submit the following materials by clicking the Apply Now button:

• Letter of Interest
• Resume or Curriculum Vitae
• Contact information for at least three professional references

Application Deadline: The deadline to submit application materials for first review is on Wednesday, May 8, 2024. This position is open until filled.

Any inquiries about this recruitment can be directed to careers@humboldt.edu or Cal Poly Humboldt’s Human Resources Office at (707) 826-3626.

We acknowledge that Cal Poly Humboldt is located on the unceded lands of the Wiyot people, where they have resided from time immemorial. We encourage all to gain a deeper understanding of their history and thriving culture. As an expression of our gratitude we are genuinely committed to developing trusting, reciprocal, and long lasting partnerships with the Wiyot people as well as all of our neighboring tribes. Cal Poly Humboldt was the first campus in the California State University system to offer a stand-alone major in Native American Studies.

Cal Poly Humboldt is committed to enriching its educational environment and its culture through the diversity of its staff, faculty, and administration. Persons with interest and experience in helping organizations set and achieve goals relative to diversity and inclusion are especially encouraged to apply.

Working in the state of California is a condition of employment for this position. Even if part or all of an employee's assignment can be performed remotely, the employee must maintain a permanent residence in the state of California. The employee must be able to accept on-campus work assignment, as assigned, and come to campus when needed.

CSU strongly recommends that all individuals who access any in-person program or activity (on- or off-campus) operated or controlled by the University follow COVID-19 vaccine recommendations adopted by the U.S Centers for Disease Control and Prevention (CDC) and the California Department of Public Health (CDPH) applicable to their age, medical condition, and other relevant indications and comply with other safety measure established by each campus. The systemwide policy can be found at CSU Vaccination Policy and any questions you have may be submitted to hr@humboldt.edu.

Cal Poly Humboldt hires only individuals lawfully authorized to work in the United States. This position may be considered a “Campus Security Authority”, pursuant to the Clery Act, and is required to comply with the requirements set forth in CSU Executive Order 1107 a condition of employment.

CAL POLY HUMBOLDT IS NOT A SPONSORING AGENCY FOR STAFF OR MANAGEMENT POSITIONS (e.g. H1-B VISAS)

Evidence of required degree(s), certification(s), or license(s) is required prior to the appointment date. Satisfactory completion of a background check (including a criminal records check, employment verification, and education verification) is required for employment. Cal Poly Humboldt will issue a contingent offer of employment to the selected candidate, which may be rescinded if the background check reveals disqualifying information, and/or if it is discovered that the candidate knowingly withheld or falsified information.  Certain positions may also require a credit check, motor vehicle report, and/or fingerprinting through Live Scan service. Failure to satisfactorily complete or adverse findings from a background check may affect the employment status of candidates or continued employment of current CSU employees who are being considered for the position.

Cal Poly Humboldt is committed to achieving the goals of equal opportunity and endeavors to employ faculty and staff of the highest quality reflecting the ethnic and cultural diversity of the state. Additional information about Cal Poly Humboldt can be found at www.humboldt.edu.

Cal Poly Humboldt is a Title IX/Affirmative Action/Equal Opportunity employer. We consider qualified applicants for employment without regard to race, religion, color, national origin, ancestry, age, sex, gender, gender identity, gender expression, sexual orientation, genetic information, medical condition, disability, marital status, protected veteran status, or any other legally protected status.  Mandated Reporting: This position may be considered a “mandated reporter” under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.

Additionally, all CSU staff and faculty receive training annually on their obligations in responding to and reporting incidents of sexual harassment and sexual violence. You will be notified by email when you are required to take this mandated training.

Class Code: 1038
Publication Date: April 24, 2024