Job Details

At Cal Poly Humboldt, bold hearts and open minds shape the future.

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.

Cal Poly Humboldt is proud to have nearly 6,000 students of all backgrounds spread across 61 majors, 13 graduate programs, and 4 credential programs — all of whom contribute passion and creativity within their fields and set the stage for a future grounded in equity and sustainability. Hands-on learning, inspired teaching, ground-breaking research, and thought-provoking creative activity happen daily at Humboldt.

Cal Poly Humboldt is a Hispanic-Serving Institution that strives to foster an inclusive and equitable community to support our students of diverse backgrounds. We are committed to achieving the goals of equal opportunity and endeavors to employ faculty and staff of the highest quality committed to working in a multicultural and multiracial community that reflects the diversity of the state.

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.

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.
• Processes 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.
• Processes 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.
• Assists 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:

• 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.
• Basic knowledge of and ability to apply fundamental concepts.
• Working knowledge of budget policies and procedures.
• 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.
• Knowledge of basic methods and procedures for research and statistical analysis and the ability to apply them, including database queries, tables, and processes.
• Ability to analyze data and make accurate projections using business mathematics and basic statistical techniques.
• 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.
• Ability to make independent decisions and exercise sound judgment, including independent problem solving, active decision making, and technical skills.
• Ability to compile, write, and present reports related to program or administrative specialty.
• Demonstrated ability to establish and maintain effective working relationships within and outside the work group and serve as a liaison for the organizational unit.
• Ability to establish and maintain cooperative working relations and communications with diverse population of students, faculty, staff, community, and outside organizations.
• Ability to effectively communicate and work cooperatively in team-oriented environment.

Minimum Qualifications:

• 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:

• 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

and any questions you have may be submitted to