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Website stmarysca Saint Mary's College of California

Founded in 1863, Saint Mary’s is a residential campus nestled 20 miles east of San Francisco in the picturesque Moraga Valley. Based in the Catholic, Lasallian and Liberal Arts traditions, Saint Mary’s currently enrolls more than 4,000 students from diverse backgrounds in undergraduate and graduate programs. The De La Salle Christian Brothers, the largest teaching order of the Roman Catholic Church, guide the spiritual and academic character of the College. As a comprehensive and independent institution, Saint Mary’s offers undergraduate and graduate programs integrating liberal and professional education. Saint Mary’s reputation for excellence, innovation and responsiveness in education stems from its vibrant heritage as a Catholic, Lasallian and Liberal Arts institution. An outstanding, committed faculty and staff that value shared inquiry, integrative learning and student interaction bring these traditions to life in the 21st century. The College is committed to the educational benefits of diversity.

This position support the processing of undergraduate student loans and reports to the Assistant Dean of  Financial Aid.  Major areas of specialization include assisting with the administration of all student loan processes.  Additionally, this position will interact with the Federal Common Origination and Disbursement agency (COD), federal loan servicers, commercial lenders, and ELM-private loan data exchange vendor.  The Financial Aid Counselor works independently on assignments that vary in levels of complexity and confidentiality, is accountable for ensuring compliance with federal regulations, and assists with safeguarding the institution’s eligibility to participate in the Federal Direct Loan Program

1.  Administer all student loan processes which includes the Federal Subsidized Direct Loan, Federal Unsubsidized Direct Loan, Federal Parent PLUS, Federal Graduate PLUS, Federal Perkins Loan, as well as the Private Educational Loan Program.  Responsible for the daily electronic retrieval of Federal Direct Loan and private educational loan data and ensures this data is imported into Ellucian/Colleague.  Independently runs and reviews numerous Informer reports to aid in the reconciliation of  disbursement rosters and troubleshoots and resolves all errors to ensure prompt delivery of loan funds to students.
2.  Maintains knowledge of loan eligibility and processing requirements, including loan limits, reallocation process, disbursement requirements, deferment and forbearance process, loan consolidation, default prevention, loan forgiveness programs, etc.  Must stay current on all federal, state, and institutional regulations and policies in regard to Federal Direct Loans.  At a student’s request, provide one-on-one loan exit counseling to inform student of their rights and responsibilities as they prepare to enter repayment of their student loans.
3.  Performs routine adjustments of financial aid disbursements.  Assist with the return of loan funds for ineligible students; coordinates the transfer of funds with the Director of Student Accounts; prepares correspondence notifying the borrower regarding the return of funds.
4.  Serves as point of contact for the Financial Aid Office to students, parents, and the SMC community. Responds directly to routine inquiries, drop-in advising questions, status inquiries and will follow-up by phone, email, and in person.
Reviews incoming financial aid documents for completeness and  accuracy.  Responsible for document tracking and basic analysis of income documentation for completion and accuracy.   Prepare financial aid correspondence including follow-up letters and Federal Loan Exit Interview packets.
5.  Handles routine administrative tasks for the department including phones, appointment scheduling, mailings, and maintains and orders office supplies. Assists with document archiving for inactive students, ensuring compliance with federal record retention requirements.
6.   Assists in the annual reconciliation process of Direct Loans disbursements between Colleague and the Federal Common Origination and Disbursement (COD) for program compliance and accuracy.
7. Other Duties as Assigned Entrance/Exit Counseling sessions/presentations. FAFSA/Financial Literacy in-reach and outreach .

Education:  REQUIRED: Associate of Arts/ some College   PREFERRED: Bachelor’s Degree
Experience:  Minimum one-two years of experience providing high quality financial aid related experience; experience in similar setting or in higher education.

Skills/Abilities:  (e.g. computer skills, written & verbal skills, trades, laws, procedures, technical) Ability to handle multiple tasks and assignments, remain calm under pressure, establish priorities and work in an organized manner with emphasis on detail and accuracy; ability to work independently under pressure with time sensitive projects, seek consultation when necessary and remain part of a team in a fast paced, high-pressure environment. Strong mathematical, analytical, and problem solving skills required.  Significant experience with Windows operating systems, Word, Excel, and internet and email systems; demonstrated experience with data base management, working knowledge of Ellucian/Colleague, Entrinsik Informer, COD, and ELM.  Math skills required.

Other Requirements: Financial Aid Conference and meetings

Application Instructions:

Please apply on-line here or
1) Include a cover letter that specifically addresses how you meet the qualifications and are prepared to support the mission of the College
2) A resume
3) The name and contact information for three (3) professional references.

In applying for a position, candidates sign a consent authorizing a broader inquiry which may include reference checks, a motor vehicle check, and a third party background check.
Saint Mary’s is an equal employment opportunity employer. We support inclusive excellence and are committed to creating a safe and welcoming community for all.
College policy prohibits discrimination based on race, color, religion, national origin, ancestry, age, gender, sexual orientation, marital status, medical condition, physical or mental disability, gender stereotyping, and gender identity, taking a protected leave (e.g. family medical or pregnancy leave), or on any other basis protected by applicable laws.
Saint Mary’s College annually collects information about campus crimes and other reportable incidents in accordance with the federal Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act. To view the Saint Mary’s College Report, please go to the Public Safety  website at To request a paper copy please call Public Safety at (925) 631-4284. The report includes the type of crime, venue, and number of occurrences.

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