Financial Aid Advisor

Gemological Institute of America•Carlsbad, CA

1d•$25 - $34•Onsite

About The Position

The Financial Aid Advisor provides student-facing funding support by guiding prospective and enrolled students through the financial aid process from initial inquiry through funding completion. This role manages intake services such as FAFSA assistance, verification/document collection, award counseling, and proactive student communication to ensure all requirements and deadlines are met and funding is secured in time to support enrollment and start dates. In addition to federal financial aid, this position helps students understand and pursue outside funding options such as private education loans, workforce or employer sponsorships, veterans benefits, scholarships, and payment plan resources when applicable.

Requirements

High school diploma or equivalent required; college coursework or degree preferred.
Minimum of two (2) years of experience in financial aid administration
Willingness and ability to obtain any required federal and state access and licenses as needed.
Ability to work well in a fast-paced, multi-tasking environment while being detail oriented and accurate.
Excellent interpersonal and customer service skills to ensure customer satisfaction, repeat business and goodwill.
Proficient coaching and mentoring skills.
Excellent grammar, written and verbal communication skills.
Flexible and team-oriented with strong problem-solving skills.
Self-motivated with an outgoing and friendly demeanor.
Proactively seeks out additional tasks when needed.
Ability to adapt well to change and maintain a positive attitude.
Strong recall for details, and adherence to standard that details are important.
Ability to research data from multiple departmental records, summarize and create reports.
Ability to multi-task and reprioritize as needed.
Ability to act as a Student advocate for needed service.
Strong computer skills utilizing software such as Microsoft Office Suite, e.g., MS Word, Excel, PowerPoint; and e-mail.
Ability to maintain and foster sensitivity and respect for a culturally diverse work environment.
Ability to display supportive behavior and communicate positively regarding department goals and objectives.
Ability to deal effectively with a variety of personalities to establish and maintain effective working relationships.

Nice To Haves

Policy & Procedure writing experience preferred.

Responsibilities

Serve as a primary point of contact for prospective and enrolled students regarding financial aid, scholarships, Veterans benefits, and third-party funding, providing responsive support via phone, email, and in-person communication as needed.
Ensure student and applicant phone calls, emails, and inquiries are handled timely, accurately, and professionally, including proactive follow-up to support completion of required funding steps.
Guide students through the financial aid intake process from initial inquiry through funding readiness, including timeline education, required documentation, and next steps to support enrollment and start-date completion.
Provide clear, accurate information regarding available funding sources, including Federal Student Aid (Title IV), private education loans, scholarships, Veterans benefits, employer-sponsored tuition assistance, workforce/tribal funding, and other third-party sponsorships.
Assist students with FAFSA-related questions and general troubleshooting; follow up with students to resolve missing or incomplete requirements in a timely manner.
Review and monitor student financial aid files for completeness and accuracy, including verification requirements and documentation standards; communicate with students regarding corrections, missing items, or clarifying information needed.
Provide student-centered counseling to ensure students understand funding options, outstanding requirements, deadlines, and payment responsibilities prior to enrollment.
Support student understanding of estimated financial assistance, including award review, key deadlines, and student responsibilities required to secure funding.
Assist with federal loan requirements and student completion steps, including Entrance Counseling, Master Promissory Note (MPN), and Exit Counseling as applicable.
Utilize federal and institutional systems to support eligibility review, file completion, and processing workflows, including CPS, COD, NSLDS, SAIG mailbox, and EdExpress, in accordance with established procedures and compliance requirements.
Track file progress and communicate status updates as needed; escalate discrepancies, unresolved issues, or compliance concerns to appropriate financial aid leadership for review and resolution.
Support timely and accurate document flow and communication between students and third-party payers to ensure required forms and approvals are completed by established deadlines.
Maintain clear, consistent communication with Admissions teams at each campus to ensure students receive aligned guidance and are supported through enrollment and funding timelines.
Partner with Admissions, Student Accounts, Student Services, and campus teams to ensure consistent service delivery and timely issue resolution across multiple locations.
Document all student interactions, status updates, and required actions thoroughly and consistently to support continuity of service, audit readiness, and efficient issue resolution.
Confirm students are funding-ready prior to start dates by monitoring progress, addressing barriers, and escalating unresolved issues as needed to avoid enrollment delays or withdrawals due to incomplete funding.
Provide support for student-facing financial aid outreach and events, including informational sessions, open houses, and other student engagement activities as assigned.
Maintain knowledge of federal, state, and institutional regulations, policies, and procedures to ensure compliant communication and consistent guidance to students and stakeholders.
Perform other duties as assigned.
Respond to general scholarship inquiries and provide guidance on eligibility requirements, deadlines, and application steps.
Support students in completing scholarship application requirements and submitting documentation accurately and on time.
Provide status updates and next-step guidance to students based on established internal processes and communications.