Financial Aid Specialist

Position Title:

Financial Aid Specialist

Department:

Financial Aid Operations Sub Department

Position Type:

Staff

Job Family:

Specialist

Job Summary:

Under the administrative supervision of the Assistant Director of Financial Aid, the Financial Aid Specialist is responsible for advising and assisting students and parents with effectively accessing and receiving federal and state financial aid, as well as scholarship resources available through the College of Lake County. Reviews and awards financial aid applicants and monitors eligibility. Educates students and families through seminars and workshops. This position is also responsible for compliance with federal, state, and institutional regulations and policies governing the operations of the Financial Aid Department and the dissemination of financial aid policies and procedures.

Posting Date:

01/12/2025

Expected Start Date:

02/03/2025

Compensation Grade:

B32

Full-Time/Part-Time:

Full time

Location:

Grayslake Campus

Total Hours Per Week:

40

Job Description:

Department Operations & Procedures | 40%

• Advise students and parents with complex, extenuating, or unusual circumstances, exercising discretion and sensitivity. Collect and interpret required documentation, evaluate “special circumstance appeal” and effectively communicate decisions.

• Approve book voucher requests, handle consortium contracts with other schools, and oversee the special awarding requirements for study abroad and correspondence course students).

• Analyze data from various agencies (e.g., NSLDS, COD, ISAC, etc.) to determine if awards should be reduced to avoid overpayment.

• Award scholarships based on students’ eligibility needs and interpret and modify award packages as needed.

• Complete and process forms for students from agencies requesting information.

• Exercise professional judgment and make decisions regarding students with special conditions as defined by federal guidelines.

• Maintain an accurate and thorough knowledge of College policies and procedures related to academic standards, admissions requirements, and business practices affecting and interfacing with the Financial Aid Department

• Maintain accurate skills and competency in all aspects of the financial aid programs, including application, processing, awarding, and disbursement of financial aid.

• Maintain maximum security and control of student financial aid records.

• Maintain documentation to account for advice, information, and decisions made regarding financial aid responsibilities.

• Meet with students and prospective students to provide information regarding costs of attendance, available financial aid options, and student loan counseling. Conducts confidential, student-specific meetings to ensure that information presented is clearly understood, and responds to questions or concerns. Directs students to appropriate resources for applications, forms, disclosures, and information resources and counsels on proper completion of forms.

• Monitor student eligibility to receive financial aid (satisfactory academic progress, verification, program limitations, etc.) and advise students with concerns.

• Perform accounting functions related to grant, loan, and scholarship accounts which may include reconciling awards and payments/transactions.

• Prepare and coordinate the preparation of statistical, operating, and planning records and/or reports; maintain spreadsheets for tracking and balancing purposes; ensure accuracy, completeness, and compliance with regulations and deadlines.

• Process and track verification and eligibility (such as c-flags) documentation submitted to the Financial Aid Office; enter all required corrections.

• Process documents from the financial aid folder.

• Provide backup to other areas in the Financial Aid Office as needed.

• Review and award financial aid applicants in accordance with federal, state, and institutional regulations and policies.

• Review and respond to financial aid email inquiries.

• 20) Review financial aid applications for completeness and accuracy. Initiate correspondence to applicants regarding incomplete files. Complete federal verification of applications selected institutionally or by the Department of Education (ED).

Student & Customer Service Excellence | 45%

• Advise students on different types of aid available based on the student’s financial situation, educational intent, and current loan obligations.

• Answer financial aid phones.

• Assist students in their dealings with other departments that are associated with student financial aid e.g. Bursar's office, accounting office, admissions, and academic departments, and assist in recruiting and orientation activities as needed.

• Assist students and parents with directions for requesting FSA User IDs, and online completion of Free Application for Federal Student Aid (FAFSA), Master Promissory Notes (MPN), and online student loan entrance and exit counseling. Provide in-person student loan counseling for first-time student loan borrowers. Explain complex financial aid concepts in easy-to-understand terms. Guide students through all aspects of the financial aid process.

• Follow up with students regarding missing information/documents.

• Intake documents, log and scan into document imaging/perceptive content.

• Provide high levels of customer service and professionalism in a stressful, high-volume environment.

• Review and respond to financial aid email inquiries. Work with students and parents to assess financial aid eligibility. Verify student eligibility criteria for federal and state financial aid and assists students with completing the financial aid application.

Project Leadership | 10%

1) Assist in the development of and implementation of office procedures, rules, and policies; analyze clients’ needs and recommend policy changes to administrators.

2) Conduct student workshops and seminars sponsored by the Financial Aid Department. Represents the Financial Aid Office during recruitment events (i.e., Open House, Convocation).

3) Maintain an accurate and thorough knowledge and familiarity with federal and state financial aid regulations. Recommends changes in procedures to meet changing regulations needs. Attends financial aid workshops for continued training and specialization.

4) Participate in the development of forms, letters, and brochures needed to collect financial aid data from student applicants.

5) Participate in advisory committees and workshops.

6) Serve as liaison with other college departments and outside agencies that work with the Financial Aid Office.

Other | 5%

1. Participate on committees at the request of the division or unit leaders.

2. Perform any and all other duties assigned that support the mission, vision, values and strategic initiatives of College of Lake County and goals of the department and division.

KNOWLEDGE, SKILLS AND ABILITIES : College: Knowledge of college policies, procedures, and practices; ability to apply common sense understanding to carry out instructions furnished in written, oral, and diagram form; ability to perform all essential functions using safe work methods and following safety regulations relating to job; knowledge of the Family Educational Rights and Privacy Act (FERPA).

DEPARTMENT/DIVISIONAL: Knowledge of policies, procedures, and practices with the ability to answer work related questions; and/or interpret and apply these guidelines correctly in various situations; ability to solve issues and work with diverse population, work with large crowds; ability to read and interpret instructional documents.

DECISION-MAKING and ANALYTICAL SKILLS : Ability to apply common sense understanding to carry out instructions furnished in written, oral, and diagram form; ability to interpret policy and establish methods and procedures for ability to perform all essential functions using safe work methods and following safety regulations relating to job; ability to organize and express ideas, directions, and data in a logical sequence to describe a process, or explain procedures such as how to perform a task to someone else.

COMMUNICATION SKILLS : Well-developed public speaking and presentation skills to effectively present materials to individual students or groups; well-developed written communication skills; ability to communicate effectively in a tactful and courteous manner with a variety of people, including students, employees, faculty, and the general public; ability to communicate effectively verbally and written to work with a diverse workforce and student population to prioritize projects, exchange ideas, information and opinions effectively with others to formulate procedures and/or arrive at decisions, conclusions or solutions; ability to establish and maintain effective working relationships with faculty, staff, other departments, students, and the public; ability to manage interpersonal conflict situations requiring tact, diplomacy and discretion.

Physical: Primary functions require sufficient physical ability and mobility to work in a office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, reach; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; and to verbally communicate to exchange information.

Qualifications and Skills Required

• A bachelor's degree in any field.
• At least two (2) years of experience in financial aid, auditing in higher education, or accounting.
• Capacity to adjust to a constantly evolving environment.
• Proficiency in understanding intricate regulations and procedures.
• Capability to manage a substantial workload and prioritize tasks effectively.
• Skilled in collaborating positively with individuals from various cultural backgrounds, language groups, and abilities; showing awareness and ability to engage with the diverse academic, socioeconomic, cultural, and ethnic backgrounds of community college students, faculty, and staff, including those with disabilities; and building and sustaining effective professional relationships with colleagues.
• Strong interpersonal and communication abilities.
• Competence in judgment and decision-making.
• Understanding of customer service principles (including customer service delivery, needs assessment, quality standards, and customer satisfaction evaluation).
• Proficient in mathematics and calculations.
• Familiar with office technology, including Microsoft Word, Teams, Excel and database usage.

Desired Qualifications

1. Experience working at a community college.

2. Bi-lingual Spanish.

Salary

$52,878 This range is firm.

EEO Statement

College of Lake County is an Equal Opportunity Employer with a policy of non-discrimination. Qualified applicants are considered without regard to race, color, religion, sex (including pregnancy, sexual orientation, or gender identity), national origin, age (40 or older), disability and genetic information (including family medical history).