Work from Home (WFH) - Remote work must be performed while residing in California, New Mexico, Florida or Massachusetts
CIAT Location: San Diego, CA and Albuquerque, NM
Reports to: Financial Aid Coordinator Manager
Status: Non-exempt
Employment Type: Full-time
Summary
The Financial Aid Re-Entry Coordinator supports continuing and returning students through the financial aid re-enrollment process in accordance with federal, state, institutional, and accreditation guidelines. This student-facing position works directly with students regarding FAFSA completion, financial aid eligibility, Title IV funding, verification requirements, packaging, student account review, and re-enrollment planning.
This role partners closely with Admissions, Student Services, and Records to support student persistence, successful re-enrollment, and timely financial clearance. This position will also evolve into processing additional funding types and supporting broader financial aid operations.
Responsibilities
- Analyze and evaluate financial aid eligibility for continuing and returning students and provide guidance regarding FAFSA completion, federal financial aid, Title IV eligibility, verification requirements, student loans, and funding options
- Work closely with Admissions Advisors, Enrollment Coordinators, Records, and Student Services to complete re-enrollment and repeat enrollment packets each term
- Review ISIRs, verification documents, C-Codes, conflicting information, and other financial aid requirements to ensure compliance with federal regulations and institutional policies
- Maintain historic financial aid documents and student records according to federal, state, accreditation, and institutional guidelines
- Adhere to FERPA regulations and CIAT policy regarding release of student records and confidential information
- Review and assess student eligibility for financial aid and exercise professional judgment when appropriate
- Review for accuracy and provide approval/disapproval of loan applications, promissory notes, offer letters, and other financial aid documentation
- Develop, modify, implement, and maintain financial aid intake and tracking processes to ensure accurate documentation and audit readiness
- Monitor, review, and revise financial aid packaging for qualified applicants in accordance with federal, state, institutional, and other regulatory guidelines
- Provide student advising and support through phone calls, video meetings, email, and chat regarding financial aid, FAFSA, verification, student account balances, and re-enrollment questions
- Utilize student information systems and CRM platforms to document student communication, account activity, financial aid status, and follow-up items
- Review Finance sections in ASER and ensure documentation is complete, accurate, compliant, and clearly written
- Work to financially clear student files prior to the start of the term by collecting and reviewing verification documents, resolving C-Codes, and ensuring FAFSA requirements are complete
- Provide financial aid projections and funding plans within institutional guidelines that are most favorable to students while maintaining compliance
- Upload documents and work with FAS (third-party servicer) to ensure student files are cleared and eligible for disbursement within required timelines
- Ensure student account and ledger information remains accurate and updated in the student database
- Work closely with the Financial Aid Coordinator Manager to monitor weekly clearance rates, report completion, and student funding progress
- Monitor completion of FAFSA verification, C-Code resolution, NSLDS review, and other pending financial aid requirements
- Participate in file review processes and weekly meetings to ensure consistency, compliance, and timely student support
- Adhere to all CIAT compliance requirements to ensure Federal, State, accreditation, institutional, and Title IV policies and procedures are met
- Follow communication and customer service standards to ensure a positive student experience and high levels of professionalism
- Embody CIAT’s mission, vision, purpose, and values
- Preferred associate or bachelor’s degree and related experience in financial aid, higher education, student advising, enrollment services, student accounts, or customer service; or any satisfactory combination of education and experience which demonstrates the knowledge, skills, and abilities to perform the position
- Preferred experience working with FAFSA processing, Title IV funding, student financial aid advising, verification, packaging, repackaging, or student services in a higher education environment
- Knowledge of federal financial aid programs, FAFSA processing, student loan programs, verification requirements, and recordkeeping standards preferred
- Experience supporting continuing, returning, or re-enrolling students preferred
- Strong organizational skills with the ability to prioritize, multitask, and manage deadlines in a fast-paced environment
- Strong verbal and written communication skills with the ability to professionally communicate with students, families, and team members
- Ability to work independently while also collaborating effectively with multiple departments
- Detail-oriented with strong analytical, problem-solving, and critical-thinking skills
- Ability to manage confidential student information and exercise sound judgment
- Proficient in Microsoft Office products including Outlook, Word, Excel, and Teams, with the ability to learn additional systems and software platforms
- Demonstrated flexibility and adaptability in a rapidly changing environment
- Team-oriented with a positive, student-focused mindset and strong customer service skills
- Possess high ethical standards, being an example of professionalism to others
Position Type and Expected Hours of Work
This is a full-time position. Days and hours of work are Monday through Friday. Occasional weekend and evening hours may be required.
Supervisory Responsibility
This position has no supervisory responsibilities.
Location
This is a remote position. Work must be conducted in locations that have been approved by the company. Company authorization is necessary for relocation or work from other locations, even if temporarily.
Values
Values such as integrity, excellence, customer service, teamwork and mutual respect are some of those that remain constant, regardless of changes in our company. When identifying company values, it is important that those values are being demonstrated in the course of business each day. Our values set expectations for how employees and managers interact with every person while representing the company.
- We are passionate about education and student success
- We value integrity and excellence in our employees and students
- We treat ourselves and our students with dignity and respect
- We believe in and encourage innovation at our school to better help our students succeed
- We have a customer centric focus, and we want people highly committed to achieving goals, where our success equals student’s success
- We are accountable for our actions, and if errors occur, we focus on preventing future errors and moving forward
- We have a growth mindset, always looking for ways to improve, with a sincere belief that every student can do better and achieve their goals
- We expect every employee to be an example of conduct and professionalism, being a role model to students and colleagues
- We commit to fostering an inclusive and supportive learning environment that respects the diversity of students' backgrounds, experiences, and perspectives
- We foster lifelong learning and professional development
Physical Demands
These physical demands are representative of the physical requirements necessary for an employee to successfully perform the essential functions of the job. Reasonable accommodation can be made to enable people with disabilities to perform the described essential functions:
- Essential functions of this role require sitting for extended periods of time
- May require occasional travel to conduct CIAT business
- The employee will be required to compute simple mathematical calculations as a normal part of this role
- Ability to type, use a computer to search for information and input information while speaking on the phone is required
- The employee will frequently be required to use the computer, mouse and telephone to conduct the regular tasks of this role
- The employee will be required to compute simple to simple mathematical calculations as a normal part of this role
Work Environment
While performing the responsibilities of this remote position, the job holder will work in a home office environment. Reasonable accommodations may be made to enable people with disabilities to perform the essential functions of the job. This role routinely involves using standard office equipment such as computers, phones, and virtual communication tools. Employees are expected to ensure that their home office is a safe and ergonomic working environment.
Employees must maintain data security and confidentiality in accordance with company policies and use secure connections for all work-related activities. Expectations regarding work hours, availability, and time tracking will be clearly communicated and must be adhered to.
The company is not responsible for maintaining home office environments beyond the provision of reasonable accommodations and necessary work-related equipment. Workers' compensation and liability for injuries that occur in the home office will be covered as per company policy and applicable laws.
This remote work policy is designed to comply with all relevant local, state, and federal laws.
When in the office:
When in the office, employees are expected to follow all workplace safety rules, security protocols, and professional conduct guidelines. They should maintain a clean and organized work area, be punctual, and actively engage in in-person meetings, collaboration, and training as scheduled. The in-office environment may involve occasional noise, shared workspaces, and use of common areas, and employees are expected to be respectful of others working nearby.
AAP/EEO Statement
California Institute of Applied Technology provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, or genetics. In addition to federal law requirements, California Institute of Applied Technology complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.
California Institute of Applied Technology expressly prohibits any form of workplace harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. Improper interference with the ability of California Institute of Applied Technology’s employees to perform their job duties may result in discipline up to and including discharge.
Other Duties
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time, with or without notice.
Salary Range
The starting salary range for the Re-Entry Coordinator is $26.00- $28.00 hourly/DOE. We base salary offers on a variety of considerations, such as education, experience, equity and other business and organizational needs.
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