Basic Function and Responsibility:

Responsible for the timely and accurate submission of student financial aid data, application of financial aid and scholarships to student accounts, and reconciliation of accounts to comply with cash management regulations. This position utilizes a variety of institutional, federal, and state software to transmit data to appropriate agencies to report student payments and request reimbursement. Ensures student payments match federal/state reimbursements. Also, serves as administrative support to the Senior Manager of Financial Assistance and Scholarships.

Characteristic Duties and Responsibilities:

• Manage the application of student financial aid payments to institutional charges. Certifies that payments have been applied according to individual financial aid program rules. Reviews credit balances, with the Bursar, for accuracy and timely refunds.
• Manage data interfaces for the accurate reporting of information with federal and state agencies. Transmits required data to claim payment and reimbursement. Reviews results and resolves any warnings or errors that prevent reimbursement. Notifies Financial Aid Analyst if a student is determined ineligible for payment and removes financial aid from the student account. Maintains accurate records to comply with record retention requirements and for audits.
• Reconcile student financial aid payments to the student account, and to the appropriate agency by established deadlines. Reports discrepancies to the Financial Aid Analysts to review. Makes adjustments as necessary to the student account and to the federal or state agency. Works closely with the Bursar and provides a monthly award report to support regular reconciliation and reimbursement. Reviews and resolves issues with uncashed checks and reports payment information to the appropriate agency.
• Coordinate the department's compliance of the Return of Title IV and enrollment adjustment program. Create and distribute a weekly report of students who have withdrawn to the Financial Aid Analysts for review. Check that calculations have been completed within established deadlines and results are accurate. Provide departmental training and support to ensure compliance. Transmit adjustments to the student account and to the federal or state agency. Maintain accurate records as required for record retention and audits. Communicate adjustments to students.
• Import, monitor and resolve student financial aid data discrepancies including financial aid applications, multiple Pell reporting records, Pell potential overawards, and state grant rejections. Collaborate with admission and registrar on discrepancies in student data. Monitor and communicate NSLDS reporting data including transfer monitoring notifications, student loan defaults. Submit required verification data such as information needed for applications coded V4 or V5. Obtain and manage data for debt management activities including annual student loan letters and skip tracing notifications.
• Test new releases of software to ensure compliance regulations are being met. Assist with the maintenance of the administration functions of various financial aid software systems.
• Create and write queries to produce various reports from financial aid report writing programs. Generate reports and exception reports. Build and modify application logic using the appropriate tools and/or software. Create and write queries utilizing student admission, enrollment, financial aid, and records information.
• Assist with the creation and maintenance of the office policy and procedures manual, educational and training materials. Maintain current on federal and state regulations.
• Coordinate various office administrative functions including ordering and maintaining the inventory of office supplies and forms. Arrange for special events including any room reservation, set-ups and catering.
• Perform other job-related duties as assigned.

Qualifications and Working Conditions:

• Bachelor's degree in related field required or an equivalent combination of education and experience from which comparable skills and abilities can be obtained is required.
• Two years of related working experience is required.
• The ability to create and maintain databases, write queries, merge data from two or more databases, and create and maintain administrative technical functions is required. Experience with financial aid software is preferred.
• Strong interpersonal skills and the ability to deliver services in an environment where an emphasis on customer service is required.

Physical Demands:

Light lifting up to 10 lbs. and light carrying up to 10 lbs. Ability to reach above shoulder. Periods of time spent sitting, standing, walking, kneeling, bending and stooping. Mobility to move from building to building on-Campus and to visit off-Campus entities. Work is performed in a general office environment and is sedentary in nature. Little or no exposure to adverse working conditions.

Supervision Received:

Functional supervision is received from the Financial Aid Business Analyst and Senior Manager of Financial Assistance and Scholarships.

Supervision Exercised:

None.

HOURS: Monday - Friday 8:15 am - 5:00 pm

SALARY: $54,712

Based on the needs of the college and with Administrator approval, some positions at the college may have hybrid schedule options available after 30 working days.

Oakton is accessible by public transportation.