Financial Aid Assistant

Position Summary

Essential Duties and Responsibilities

• Reviews, verifies, and assesses applications and support documents in accordance with established guidelines to determine financial aid eligibility.
• Maintains various financial aid activity databases, and prepares routine statistical reports and correspondence; sets up files on aid recipients, and maintains demographic data, as appropriate.
• Generates and distributes various documents and letters to current and prospective students.
• Accesses a numerous Federal web-based applications such as NSLDS, COD, EDExpress, Open Net, Neo certified, and VAOnce in support of financial aid programs.
• Collects and/or analyzes financial data and application materials for students to determine aid eligibility and make awards within federal, state, private agency and/or institutional guidelines.
• Evaluates unusual/mitigating circumstance documentation or information provided by the student and/or parents; exercises judgment by making adjustments or revisions to student status. In extreme circumstances that warrant professional override reviews, organizes and documents special circumstances for further review by Director/Assistant Director of Financial Aid.
• Assists in the preparation of and presents information regarding federal, state, private, and institutional financial aid benefits for various college groups, prospective students and parents at meetings, group discussions, workshops, and recruitment sessions.
• Analyzes various system generated reports such as grades and enrollment status or award status to verify continued compliance and eligibility of students receiving aid under federal, state, private, and institutional guidelines; notifies students of changes in eligibility of awards and alternatives to amend the situation.
• Analyzes data and prepares reports using various computer software applications.
• Assists with departmental projects and special assignments requested and/or assigned by the Director and Assistant Director of Financial Aid.
• Demonstrates continuous effort to improve operations, decrease turnaround times, streamline work processes and work cooperatively and jointly to provide quality customer service.

• Counsels and advises students on all financial aid program eligibility, application procedures, aid programs, costs, indebtedness, fund management and financial planning; individualizes information to the particular needs and situation of the student.
• Answers questions, inquiries or requests from students, parents, or guardians in person or in writing regarding financial aid programs and eligibility.
• Advises and counsels students on all federal, state, WCC regulations related to receiving financial aid.
• Communicates with students, federal and state agencies, employers, private agencies and/or staff to resolve issues.
• Establishes excellence in customer service by providing the ability to resolve complaints, maintain key relationships, make adjustments, facilitate student meetings and advising sessions, develop and foster relations for sensitive and significant matters.

• Performs secretarial and clerical duties associated with the Financial Aid office, including acknowledging and greeting all students and visitors, answering a multi-line telephone, managing and directing student and phone traffic.
• Answers questions, inquiries or requests from students, parents, or guardians in person or in writing regarding financial aid programs and eligibility.
• Manages and maintains computerized and physical records of financial aid transactions.
• Examines financial aid amount awards to ensure amount awarded is consistent with the number of hours completed by each recipient.
• Examines student's program of study to ensure eligibility based on federal guidelines.
• Verifies accuracy of family contribution, budget, unmet need, and financial resources for the awarding of various types of financial aid.
• Ensures that student verification forms are prepared in established time frame for external agencies, DHR, etc.
• Inputs financial aid codes into the College system (Banner) to allow students to charge authorized tuition, fees, and books.
• Manages, monitors, and maintains a collection of student records in the system (Banner) as well as the department filing system.
• Coordinates with the Business Office to confirm authorized entitlements.
• Submits requests to Business Office for applicable reimbursement to student.
• Assists in maintaining interdepartmental calendar.
• Maintains the security and confidentiality of all records in accordance with FERPA.
• Maintains proper filing system.
• Monitors and controls the wait time of students and other visitors through the check-in system.
• Actively participates in Departmental meetings, making suggestions and recommendations when appropriate.
• Supervises Title IV and VA work-study students assigned to the Financial Aid Department.
• Performs other job-related duties as assigned.

• Reports to work on time, at appropriate workstation or department during all departmental/position scheduled work days and during all departmental/position scheduled work hours.
• Understands that failure to report for work and/or reporting late without prior approval are unacceptable practices and will result in disciplinary action.
• Performs a productive full day's work.
• Ensures that service to students and the general public is top priority.
• Demonstrates a considerate, friendly, respectful and constructive attitude toward fellow employees and students.
• Adheres to all College and System policies and procedures.

Qualifications

• Possess an associate's degree from an accredited institution is required.
• One year of full-time administrative experience in a business office setting is required.
• Excellent communication and interpersonal skills is required.
• Experience with Microsoft Office Suite is required.
• Ability to work nonstandard hours is required.
• Previous experience in a college or university is preferred.
• Previous experience working with financial aid is preferred.

Application Procedures/Additional Information

Applicants must meet the minimum qualifications as indicated on this vacancy notice and must submit a completed application packet in order to be considered for this position. A complete application packet must be received no later than 2:00 pm, Thursday January 30, 2025. Applicants who fail to submit all required information will be disqualified. Only applications received during the period of this announcement will be considered. A complete application packet consists of:

• Completed Wallace Community College employment application
• Current resume
• Cover letter describing specifically how your experience and qualifications meet the required qualifications.
• Employment verification letter(s) verifying a minimum of one year of full-time administrative work experience in a business office setting. Letter(s) must include employment dates and job title and be on official letterhead with an authorized personnel signature. If an employment verification cannot be obtained, i.e. business is no longer in operation, an applicant may submit a copy of appointment letters or contracts or pay stubs or W-2 forms to verify a minimum of three years' experience.
• Appropriate transcript identifying the applicant, institution, date degree conferred and verifying the applicant has received the minimum of an associate degree or higher. Transcripts may be unofficial for the application process but they must identify the applicant, institution, degree earned and the date the degree was conferred. (A copy of the diploma will not suffice). If employed, official transcripts will be required at that time.
  

• ALL APPLICATION MATERIALS MUST BE SCANNED. It is recommended that you have digital (such as pdf) copies of your cover letter, resume, employment verification documents (if applicable), ALL required transcripts, and any other document identified in the vacancy announcement ready when you begin the on-line application process. You will be given the opportunity to upload these during the process. If you need assistance scanning documents, please contact:

• WE DO NOT ACCEPT FAXED OR E-MAILED application materials.
• When you finish the steps to apply, you will receive an on-screen notice that you have successfully applied. HOWEVER, this notice does not mean your application materials are complete in accordance with the vacancy announcement. It is the responsibility of the applicant to ensure they have submitted all necessary application materials in accordance with the vacancy announcement.
• All correspondence with applicants regarding the College's search process will be sent via e-mail.

In accordance with Alabama Community College System policy and guidelines, the applicant chosen for employment will be required to sign a consent form for a criminal background check. Employment will be contingent upon receipt of a clearance notification from a criminal background check. Wallace Community College is an active participant in the Employment Eligibility Verification Program (E-verify). E-verify electronically confirms an employee's eligibility to work in the United States as required by the Department of Homeland Security.

If you have a disability and require accommodations, please notify us at (334) 556-2519.

Wallace Community College is an Equal Opportunity Employer. It is the official policy of the Alabama Community College System, including postsecondary institutions under the control of the Board of Trustees, that no person in Alabama shall, on the grounds of race, color, disability, sex, religion, creed, national origin, age, or other classification protected by Federal or State law, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program, activity, or employment.

Wallace Community College will make reasonable accommodations for qualified disabled applicants or employees.

The College reserves the right to withdraw this job announcement at any time prior to the awarding.

Sick Leave
All regular full-time non-instructional staff earns one day of sick leave which is the equivalent of 8 hours of sick leave per month. Unused sick leave is rolled over to the following year. Upon retirement, employees are allowed to convert unused sick time into service time for the purpose of retirement. Further retirement benefits may be found on this page under Alabama Teacher's Retirement.

• Single $ 30
• Family (without Spouse but with dependents) $ 207
• Employee Spouse (no dependents) $ 282
• Family (with Spouse and dependents*) $ 307

• Includes $100 per month spousal surcharge Note: The spousal surcharge does not apply to spouses who are independently eligible for PEEHIP.

• Member $ 50
• Spouse $ 50