PROGRAM OFFICER, STUDENT ASSISTANCE

Code: 80204 Unknown Unknown

Official job specification

The text below is the official specification published by the New Jersey Civil Service Commission. The plain-language summary and analysis above are derived from it by NJ Civil Service Navigator. Source: the official specification page at NJ CSC.

Definition

Under general direction of an Assistant Director or other supervisory official, interprets and administers program rule and regulations for student assistance programs; monitors procedures used to disseminate student assistance information, performs various loan servicing activities; prepares research reports on student assistance data; reviews financial statements ; prepares correspondence and reports; supervises staff and work activities. Prepares and signs official performance evaluations for subordinate staff; performs other related duties as required.

Examples of work

• Interprets program rules and regulations when advising New Jersey residents of their eligibility for financial aid, publicizes program advantages, and distributes applications, pamphlets, manuals, handbooks, and other materials.
• Performs complex financial analysis using various tax forms, pay stubs and alternate sources of income to determine available household income based upon poverty level and family size.
• Calculate interest accrual at a loan/account level on periodic basis.
• Performs various loan servicing activities, such as deferment/forbearance processing, billing, customer service inquiries, collections, payment application, liaison with law firms, research, etc.
• Update system records to track accounts participating in program to insure participants do not exceed available funding levels.
• Develop reports as needed regarding program utilization.
• Provide options, when available, to borrower to assist in loan repayment.
• Evaluate applicant eligibility using various tools, such as debt to income ratios, credit scores, credit reports, loan limits to determine loan amounts and likelihood of repayment.
• Supervises the work operations and/or functional programs and has responsibility for effectively recommending the hiring, firing, promoting, demoting and/or disciplining of employees.
• Assists management in the general administration of other federal assistance programs, and assists in the preparation of annual reports and general program publicity.
• Supervises the maintenance of applicant files, periodically reorganizes records for permanent storage under record retention regulations, and destroys files and records no longer pertinent.
• Responds to applicant appeals when aid is denied, provides explanation to students and/or parents of the analysis of their need for aid under rules and regulations, and advises students of other avenues of financial aid that may be available.
• Reviews family financial statements prior to public notification for accuracy of processing and validity of information supplied.
• Maintains current mailing lists of those individuals, organizations, agencies, and institutions to receive information concerning student financial aid programs.
• Schedules regional meetings and workshops, coordinates information to be presented by panelists, ensures that meeting sites are suitable to accommodate those invited, and requests special equipment needed for the meetings.
• Supervises and trains employees involved in toll free telephone operations; advises operators of current program activities, announcements, and procedures for dissemination to the public; maintains essential records and reports of toll free telephone activity.
• Analyzes New Jersey Financial Aid Form statements to determine accuracy of processing, validity of information provided by the applicant, and needs analysis evaluation involved in the renewal eligibility of an applicant's state aid award under various programs.
• Processes eligibility notices to students and colleges when continued eligibility has been terminated under the various program standards or criteria, and notifies all parties.
• Processes and approves requests to transfer awards to another institution, and processes and maintains records of student leaves of absence from college and award reinstatement requests.
• Prepares processing and file maintenance instructions for staff to ensure proper handling of student aid applications, and periodically reviews these instructions with staff to determine that established goals and objectives are met.
• Prepares general and specialized correspondence to students and institutions in the course of official duties and responsibilities.
• Prepares printing requests, and ensures their processing and completion.
• Maintains liaison with other New Jersey financial aid officers, and coordinates planning activities among outside constituencies.
• Develops and prepares planning and evaluation proposals and reports needed by the various boards.
• Reviews notification procedures for accuracy of processing and validity of information supplied.
• Will be required to learn to utilize various types of electronic and/or manual recording and information systems used by the agency, office, or related units.

Education

Graduation from an accredited college or university with a Bachelor's degree.

Experience

Three (3) years of experience in a loan program or a student financial aid program or related financial experience. ,

License

Appointee will be required to possess a driver's license valid in New Jersey only if the operation of a vehicle, rather than employee mobility, is necessary to perform essential duties of the position.

Knowledge, skills and abilities

• Knowledge of planning and supervisory principles.
• Knowledge of functions and services of higher education institutions and other state agencies to the programs administered by the Student Assistance Board.
• Knowledge of methods and tools used to determine student financial need, and the eligibility criteria for various programs available.
• Knowledge of effective writing techniques.
• Knowledge of records retention regulations as applicable to the student assistance program.
• Knowledge of state and federal college financial aid programs..
• Knowledge of various individual financial statements and related tax laws.
• Knowledge of loan accounting.
• Knowledge of federal and state laws and regulations governing servicing of loans.
• Knowledge of different loan options available depending on the need.
• Ability to achieve defined program goals and objectives.
• Ability to supervise assigned staff and plan, organize, and implement projects within the unit.
• Ability to provide different options to client based on their need and situation.
• Ability to organize work assignments and materials, and to develop effective work methods.
• Ability to read and analyze program data and facts for inclusion in publications and correspondence.
• Ability to learn to utilize various types of electronic and/or manual recording and information systems used by the agency, office, or related units.
• Ability to read, write, speak, understand, or communicate in English sufficiently to perform the duties of this position. American Sign Language or Braille may also be considered as acceptable forms of communication.
• Persons with mental or physical disabilities are eligible as long as they can perform essential functions of the job with or without reasonable accommodation. If the accommodation cannot be made because it would cause the employer undue hardship, such persons may not be eligible.
• CODE: 12/9/2017

Note

The definition and examples of work for this title are for illustrative purposes only. A particular position using this title may not perform all duties listed in this job specification. Conversely, all duties performed on the job may not be listed.

Applicants who do not possess the required education may substitute additional experience as indicated on a year-for- year basis with thirty (30) semester hour credits being equal to one (1) year of experience.