Program Specialist 3 - Specific Programs at Tacoma Community College

Who We Are Located in the scenic Puget Sound area with nearby mountain ranges and Mount Rainier in the distance, Tacoma is surrounded by outdoor recreational opportunities such as hiking, boating and camping. Tacoma, Washington has been ranked as one of the most livable cities in the country, due to the increasing career opportunities, cultural diversity and community engagement, just to name a few. Tacoma Community College (TCC) was built on the ancestral territory of Coast Salish peoples, specifically the Puyallup and Squaxin Island Tribes. The 1854 Medicine Creek Treaty forcibly removed them to Reservations to make way for colonizers; we recognize the privilege of utilizing this land has come at a great cost. We honor the resilience of the Puyallup and Squaxin Island people, who still live here, defend their rights, and contribute greatly to the well-being of our community. Our institution aims to increase partnerships and community ties with the local indigenous populations. Moreover, TCC stands in solidarity with Black Lives Matter and the Black community by further strengthening collaboration with the Black Student Union as well as community entities such as the Tacoma-Pierce County Black Collective, the Tacoma Urban League, and local black-owned businesses. In addition, we strongly support the Stop Asian Hate movement and have an active Asian Pacific Islander Student Club as well as an Asian and Pacific Islander Faculty and Staff Coalition. TCC is committed to developing more culturally responsive curricula by infusing and incorporating more educational content focused on the lives, experiences, and contributions of Native, Black, Asian, and other marginalized communities. We continually strive to become an anti-racist institution. We are specifically focusing on improved support for traditionally marginalized populations, including Black/African- American, Indigenous, People of Color, Dreamers, justice-involved, immigrants and refugees, Veterans, people with disabilities, and the LGBTQ+ community. To this end, TCC seeks applicants who: Value intellectual curiosity and innovative teaching Welcome difference and model respectful interaction with others Recognize and honor the important role that diversity brings to an educational community Are committed to educating a racially and socioeconomically diverse student population Are committed to teaching in a community college setting Care deeply about student success Intentionally support and promote efforts related to equity, diversity, and inclusion Honor TCC’s mission promoting equitable access to educational opportunities Reflect the diversity of our community Position Summary: Implements and leads specific program responsibilities that support the Financial Aid and Veteran Services Office. The position manages, directs and coordinates all aspects of determining financial aid offers to students enrolled in Bachelor of Applied Science degree programs. In addition, the program specialist reviews the incoming electronic documents for completeness before uploading them into the OnBase portal for file review; assist students with correcting their financial aid applications through the federal FSA Portal website; and works to resolve discrepancies with student refunds through the Bank Mobile platform. The program specialist also assesses student needs and provides recommendations and solutions that provide a way for students to regain financial aid eligibility, or to overcome obstacles related to application requirements. The use of professional judgement based on the assessment of student need and individual circumstances, and as defined and allowed under federal and state guidelines, is required for this position. Provide consultation and direct customer service to students, staff, and faculty. Communicate detailed financial aid and program information to internal and external customers. This position reports to the Manager of Compliance/Training Financial Aid Services. Essential Functions Analyze, understand and independently articulate general program eligibility requirements (Interpret and determine need requirements, various grant criteria, federal direct loans, work-study and satisfactory academic progress), the application process, status and timelines. Using professional judgment, analyze, review and evaluate financial aid applications. Determine eligibility for federal and state funding. Analyze and evaluate files by applying extensive knowledge of regulations for determining eligibility and need based on application data, federal database matches and academic progress requirements. Process financial aid files and make offers to students for federal and state financial aid, including federal Pell grant, Federal Supplemental Educational Opportunity Grant, federal Direct Loans, Washington College Grant, Washington College Bound Scholarship, Scholarships and other need and non-need-based aid. Prevent over-awards of financial aid by ensuring timely and accurate review of all aid types prior to awarding need-based or other financial resources. Counsel students by providing excellent customer service, demonstrating empathy, listening attentively to questions and concerns, responding professionally to hostility, communicating clearly with native and non-native English speakers, and exercising professionalism and discretion in all communications and actions. May assist with and/or manage loan processing, Pell/COD processing, office budget, satisfactory academic progress (SAP) processing, Work Study programs, Return of Title IV funds (R2T4), disbursements, specialized financial aid processing (Bachelor's, consortiums), Scholarships (Foundation, State and external), Work Force awards, Veterans office. Provide consultation and directly assist students in resolving eligibility issues and application difficulties in all financial aid programs. Maintain the confidentiality of student files and records per FERPA guidelines. Support various office functions by providing direct assistance including answering phones, emails, and questions from walk-in students and the general public in an accurate and timely manner. Provide clear explanations of complex and technical information. May review various types of appeals submitted by students, such as SAP (suspension/reinstatement), Maximum Time Frame, Income Revisions, and make necessary professional judgment decisions. May conduct classroom visits and outreach events to educate students and the about financial aid and scholarship programs. Perform other duties as assigned to support the team in achieving its service objectives. Qualifications Education to Experience Equivalences: Associate's Degree = 2 years | Bachelor's Degree = 4 years | Master's Degree = 6 years Duties of the position require knowledge, skills and abilities: Detail oriented; innovative, accountable and poised in fast paced team-oriented environment. Excellent oral and written communication skills using language that is appropriate to both the complexity of the topic and the knowledge and understanding of the audience. Ethics, integrity and sound professional judgment. An appreciation of diversity and the benefits of a commitment to cultural awareness and sensitivity in the workplace. Excellent organizational skills and interpersonal skills. Ability to be accurate, timely, and detail oriented. Ability to establish and maintain positive and respectful working relationships with internal and external customers. Maintain a high degree of honesty and protection of confidential and payroll rated data. Ability to multi-task and prioritize work flow with multiple high priority deadlines. Duties of the position required experience: Associates degree from accredited college or university. Two years’ experience working in a financial aid office, working with student loan regulations, or related office experience. -OR- Bachelor's degree and some financial aid office experience may substitute for the two years’ experience. Intermediate experience with word processing, database, spreadsheets, email, and other related business software. (Microsoft Office preferred). Required conditions of employment: Successful completion of a criminal history background check. Application Process Application Materials & Procedure Complete application packages must include the following: Tacoma Community College application Resume & cover letter. In your cover letter indicate how your background and experience meet the qualifications for this position. Copies of transcripts for all colleges and universities attended (official transcripts will be required for the successful candidate). Terms of Employment This is a full-time classified position scheduled to work Monday through Friday, 8:00 a.m. to 5:00 p.m. Must be available occasional evenings, nights, and weekends as needed. Summer schedule may vary to four 10-hour days. Flexibility in scheduling is required to meet the department's needs. The salary range is $ 4,882 – $ 6,576 . Tacoma Community College offers a comprehensive health care benefits package for you and your dependents includes medical, dental and vision insurance. Life and long- term disability insurance plans; vacation, sick and personal leave; reduced tuition for the employee; and retirement benefits are also provided. For more information, please visit our employment page/employment benefits: https://www.tacomacc.edu/about/employment/ . A collective bargaining agreement exists and membership in the Washington Federation of State Employees or payment of a membership fee is available anytime upon employment. The layoff unit for this position is “All Other WFSE Classified”. Degrees must be from accredited colleges or universities recognized by the U.S. Department of Education and verified by National Student Clearinghouse. International degrees will be verified for U.S. equivalency. Tacoma Community College values diversity and is an Equal Opportunity Employer and Educator. Tacoma Community College provides equal opportunity in education and employment and does not discriminate on the basis of race, color, national origin, age, disability, genetic information, sex, sexual orientation, marital status, creed, religion, or status as a veteran of war. Prohibited sex discrimination includes sexual harassment (unwelcome sexual conduct of various types). Provides reasonable accommodations for qualified students, employees, and applicants with disabilities in accordance with the Americans with Disabilities Act and Federal Rehabilitation Act. The following persons have been designated to handle inquiries regarding non-discrimination policies: Stephen Smith, Title VII and Title IX, Building 14, 253-566-5055; Kathryn Held, Section 504 Officer, Student Affairs Administration Office at 253-566-5115. This recruitment announcement does not reflect the entire job description and can be changed and or modified without notice. Tacoma Community College Human Resources 6501 S 19th St Bldg. 14, Tacoma WA 98466 www.tacomacc.edu/about/employment The benefits information presented on this page is a summary of College provided benefits. This information is subject to change and is subject to the provisions of any legislative mandates and College policy changes. For more detailed information about Tacoma Community College (TCC) benefits, please do not hesitate to contact the College benefits coordinator at (253) 566-5024. TCC offers a comprehensive benefits package which include medical, dental, life insurance, and long- term disability insurance through the Public Employee Benefits Board (PEBB), along with retirement benefits through TIAA and the Department of Retirement System Eligibility Full-time faculty, classified staff, administrators and professional staff are eligible for benefits. Hourly employees and part-time faculty may be eligible for benefits if, and when, they meet specific criteria and are notified by TCC Human Resources. Effective Date of Coverage Coverage begins the first day of the month following the date of hire, or date of achieving eligibility status. If the date of hire is the first working day of the month, coverage begins immediately. Health Insurance Medical Plans Eligible employees have several medical plan options to select from (provided by PEBB). Employees pay a monthly premium through payroll deduction. Premium Rates Effective January 1, 2024 Resources: PEBB Website Medical Plan information PEBB Medical Plan Comparison Dental Plans Employees choose from three dental plans. TCC covers the full dental premium for employees and enrolled dependents. Resource: Dental Plan Comparison Vision Covered under medical plan chosen. Waiving Medical Coverage If you have other employer-based medical insurance, Medicare or TRICARE, you have the option to waive PEBB medical coverage. Dental is mandatory for all eligible employees and cannot be waived, unless enrolled in dental coverage as a dependent under a SEBB (School District Employee Benefits Board) plan. Flexible Spending Arrangement (FSA) & Dependent Care Assistance Program (DCAP) & LimitedPurpose FSA FSA & DCAP accounts allow employees to set aside pre-taxed dollars to cover out-of-pocket health care and/or childcare expenses. Members of WFSE (HE CCC) and WPEA, will be eligible to receive a $250 FSA card if employed as of November 1, 2023 with an annual full-time equivalent salary of less than $60,000, and is enrolled in a non-CDHP medical plan as of January 1 of the plan year that FSA funds are made available. This card is issued by PEBB in the following January and does not count against the annual FSA limit, if enrolled in an FSA with Navia. The Limited Purpose FSA is eligible for employees who are enrolled in a consumer-directed health plan (CDHP) that has a Health Savings Account. The Limited Purpose FSA is only for dental and vision expenses. Resource: Navia Benefit Solutions Life Insurance Benefits eligible employees, lawful spouse or same-sex domestic partner, dependent children under 26 years of age are eligible to enroll in life insurance. Coverage is effective first of the month following the date of employment for basic coverage; for optional coverage, amounts become effective the first of the month following approval date. Basic Coverage: $35,000 Basic Term Life & $5,000 Accidental Death & Dismemberment (AD&D) This is employer-provided at no cost to the employee. Supplemental Life Insurance Coverage(s): Any supplemental term life insurance and AD&D coverage for employee, lawful spouse, qualified same-sex domestic partner, and family is available at additional cost to the employee. Resource: MetLife Life Insurance Long Term Disability(LTD) Basic LTD: Provides 60% of the first $400 pre-disability earnings, reduced by any deductible income at no cost to the employee. Supplemental LTD: Supplemental LTD coverage to replace at 60% or 50% of full pre-disability earnings is available at an additional cost to the employee. Resource: PEBB Long-Term Disability Insurance PAID LEAVE Classified staff, Administrators, and Professional staff are eligible for paid vacation, sick leave, and personal leave, along with paid federal holidays. Classified Monthly vacation entitlement amounts can vary from 11.33 to 16.67 hours per month depending on the length of state service. Administrator/Exempt Professional vacation leave is 16.00 hours per month. Monthly sick leave entitlement is 8.00 hours per month based on 100% FTE position and will be prorated accordingly if less than 100% FTE. Annual personal leave entitlement varies depending on employee type. Full-time classified, administrators, and professional staff are paid for all federal holidays. Full-time faculty receive 84.00 hours of paid sick leave per academic year along with 28.00 hours of personal leave. Full-time faculty are paid on an annual contract and do not receive pay for federal holidays. Part-time faculty receive sick leave each quarter using a formula based on the total FTE% from the cumulative teaching contracts issued to them that quarter. They would receive 7.00 hours of personal leave if they are issued a multi-quarter appointment at the start of the academic year. Part-time faculty do not receive pay for federal holidays. Part-time hourly and student employees receive 1 hour of sick leave for every 40 hours worked in a month (and fractions, thereof). Up to 40 hours of sick leave can carry over from one calendar year to the next. If a part-time hourly or student employee is hired into a full-time position, the sick leave hours earned in the part-time position do not carry over to the full-time position. Part-time hourly and student employees are not paid for federal holidays. Monthly entitlements are given at the beginning of the following month. All employees in salaried positions may take up to five days of paid bereavement time off for the death of a family member. This is separate from the sick leave or vacation leave. RETIREMENT Retirement participation is mandatory for retirement benefit eligible TCC employees. Employees are offered a choice between two retirement plans and that choice is generally irrevocable while employed at TCC. Classified Employees and (retirement eligible) Part-Time hourly: Classified employees and eligible part-time hourly employees must choose between the Public Employees Retirement Systems (PERS) Plan 2 or Plan 3. More information about these plans can be found at this link: Department of Retirement Systems Plans Faculty: Faculty can choose to enroll in the State Board Retirement Plan (SBRP) with the plan administrator being TIAA or the Teachers Retirement System (TRS) Plan 2 or Plan 3 administered by the Department of Retirement System (DRS). Prior history in any of these plans may limit current plan choice. Click here to compare TRS Plan 2, TRS Plan 3, and SBRP. SBRP -TIAA – This is a Defined Contribution Plan. The employee contributes a mandatory defined amount and the state matches the employee’s contributions. Contribution rates are based on age. TRS Plan 2 – A 401(a) defined benefit plan. TCC and employee contribute a percentage of salary to fund the plan. Your monthly benefit at retirement will be based on your earned service credit and compensation. TRS Plan 3 – A 401(a) hybrid plan with Defined Benefit and Defined Contribution components. The defined contribution portion of the plan is funded through mandatory employee contributions. The employee may choose between six contribution options. TCC contributes to Defined Benefit part. Administrative/Exempt Employees Administrators and Exempt employees may choose to participate in the State Board Retirement Plan (SBRP), administered by TIAA, or the Public Employees Retirement System (PERS) Plan 2 or Plan 3, administered by the Department of Retirement Systems (DRS). Prior history in a Washington State Retirement Plan may limit plan choice. Click here to compare PERS Plan 2, PERS Plan 3, and SBRP. SBRP/TIAA – This is a 401(a) Defined Contribution Plan. The employee contributes a mandatory defined amount and the state matches the employee’s contributions. Contribution rates are based on age. PERS Plan 2 – A 401(a) defined benefit plan. TCC and employee contribute a percentage of salary to fund the plan. Your monthly benefit at retirement will be based on your earned service credit and compensation. PERS Plan 3 – A 401(a) hybrid plan with Defined Benefit and Defined Contribution components. The defined contribution portion of the plan is funded through mandatory employee contributions. The employee may choose between six contribution options. TCC contributes to Defined Benefit part. PERS Rates Effective September 1, 2023 TRS Rates Effective September 1, 2023. State Board Retirement Plan (SBRP) - Contributions Rates: Contributions are based on your age: Voluntary Retirement Savings: State Board Voluntary Investment Program (SBVIP): SBVIP is a voluntary, optional, unmatched retirement savings plan, operating under Section 403(b) of the Internal Revenue Code (IRC), administered by TIAA. SBVIP participants may contribute on a pre-tax and/or after-tax (Roth) basis, up to the annual IRS limit and can start and stop their contributions at any time during employment. Contact Human Resources to start/stop contributions. Deferred Compensation Program (DCP): Tax-deferred savings plan administered by the Department of Retirement Systems. New Full-timeemployees are automatically enrolled in DCP 3 months after hire at a contribution rate of 3%. Employees are sent a notification letter within approximately 30 days of hire. This notice includes information about auto-enrollment and the necessary steps to take if one chooses to opt-out or make changes to their DCP enrollment. Contributions can be changed at any time during employment. Following the initial auto- enrollment possibility, employees would contact DRS to setup contributions and can contribute on a pre- tax basis up to the annual IRS limit. Tuition Waiver Administrative, Classified, Full-time Faculty, and Part-Time faculty employed for more than 50% FTE are eligible to register for space-available classes, up to 10 credits per quarter, with the State Employee Tuition Waiver program. Class registration and any applicable class fee will still apply. Click here for the Tuition Waiver form(Download PDF reader). Liberty Mutual PEBB members may receive a discount of up to 12% off Liberty Mutual’s auto insurance rates and up to 5% off of Liberty Mutual’s home insurance rates. Contact Liberty Mutual at 1-800-706-5525 and mention that you are a State of Washington PEBB Member (client #8246) or visit a local Liberty Mutual office and let them know you are State of Washington PEBB Member (client #8246) for a quote. Collective Bargaining Agreements: WFSE Higher Education Community College Coalition: WFSE (HE CCC) CBA(Download PDF reader) WPEA Higher Education: WPEA CBA(Download PDF reader) WFSE Represented Exempt Bargaining Unit: WFSE-Exempt CBA TCC Faculty Negotiated Agreement: TCC Faculty Negotiated Agreement 01 Which best describes your level of education? Attending HS / Obtaining GED or equivalent Professional certifications, college or other educational certifications High School graduate or equivalent Some College Associate's degree from an accredited college or university Bachelor's degree from an accredited college or university Master's degree or higher from an accredited college or university 02 How many years of experience working in a financial aid office, working with student loan regulations, or in a related office do you possess? None Less than 2 years 2 years to less than 4 years 4 years to less than 6 years More than 6 years 03 Which of the following best describes your level of proficiency with word processing, database, spreadsheets, email, and other related business software? None Beginning Intermediate Advanced Required Question