Program Coordinator, Student Financial Services

Position Summary

The Program Coordinator, Student Financial Services plays a pivotal role in supporting the operations of the Student Financial Services office. This position manages front-line service delivery, overseeing communications, processing financial aid offers, and coordinating external scholarships. Additionally, the role handles key data management tasks, such as importing and exporting FAFSA data, creating electronic student files, preparing offer letters, sending offer letters, tracking electronic documents, and maintaining compliance with state loan disclosures. The Coordinator also provides essential administrative support by maintaining office operations, updating systems, and organizing departmental logistics. Supervising student assistants is a core part of the role, ensuring their training and task completion. The ideal candidate will have strong organizational skills, a commitment to excellent service, and the ability to work independently in a dynamic, fast-paced environment.

To ensure full consideration, submit your application by March 6, 2025. Applications will be reviewed starting that week and the position will remain open until filled.

Core Responsibilities

Student Services | 40%

• Oversee front-line service operations, including window, phone, email (stuaccts and finaid), and mail support for the SFS department.
• Manage the receipt and processing of outside scholarships, coordinate communications for reconciliation, and follow up with students regarding unreceived resources.
• Coordinate the weekly preparation and distribution of financial aid offers and status communications, including both print and electronic award notifications.
• Facilitate and execute student award revisions and send notifications for missing documents, missing loan processes and housing intent responses.

• Process data with the Department of Education’s Central Processing System, including importing and exporting FAFSA data.
• Track and process electronic documents.
• Manage data for Washington State Loan Disclosures, ensuring timely uploads of loan changes to the Great Lakes portal.
• Export data for Transfer Monitoring Review, flagging ISIR records for financial aid advisor review.

• Maintain office supply inventory, place work orders through Facility Services, and ensure forms are updated and available in both paper and electronic formats.
• Handle room reservations for the department through Infosilem software.
• Monitor student pick-up boxes weekly and process duplicate records.
• Assist with scanning documents for Chrome River Reporting and update Ellucian programming annually.
• Support recruiting events as needed, including evenings and weekends, and participate in on- and off-campus training opportunities and staff retreats.
• Create, edit, post and maintain annual forms.

• Supervise student assistants, including scheduling, task monitoring, and training.
• Approve timecards for student assistants and ensure timely completion of assigned duties.
• Facilitate ongoing training to enhance the performance and efficiency of student workers.

• Assist with special projects.
• Attend department and university events and meetings.
• Perform other related duties as assigned.

Qualifications and Core Competencies

Education and Experience

• Whitworth considers candidates with a wide range of educational backgrounds. We value the skills and knowledge candidates bring to Whitworth, regardless of the paths they have taken to acquire them.
• 2 to 3 years of applicable work experience or a combination of equivalent education and experience.

• Personal commitment to the Christian faith and integration of faith and learning.
• Commitment to Whitworth University’s educational mission as a Christian liberal arts university.

• Strong commitment to providing high-quality service to students, parents, and colleagues.
• Ability to manage multiple tasks and prioritize effectively in a fast-paced environment, ensuring timely and accurate completion of work.
• High level of accuracy when processing financial data, managing student records, and ensuring regulatory compliance.
• Strong written and verbal communication skills, capable of explaining complex information clearly to various audiences.
• Proven ability to work cooperatively with others, including supervising and mentoring student assistants, and contributing to a positive team environment.
• Flexibility to handle unexpected issues, troubleshoot problems, and apply creative solutions while maintaining a professional demeanor.
• Proficiency in using office software (e.g., Microsoft Office, relational databases).
• Ability to work responsibly with sensitive and confidential student and financial data.

• Experience working in a university or higher education setting, especially within student financial services or a related department.
• Experience with database management, data imports/exports, and maintaining accurate records, particularly within financial services.
• Familiarity with financial aid systems, FAFSA processing, or student account management in a higher education environment.
• Experience supervising or managing front-line staff/services in a fast-paced customer service environment.
• Proficiency in Ellucian, Infosilem, or similar database and scheduling software used in higher education institutions.
• Demonstrated ability to understand and apply regulations related to financial aid or student services.
• Participation in professional development within the higher education or financial aid fields.

• Associate's or Bachelor's degree.

Other Details

Schedule
Full Time (1.0 FTE) | 12 months | 40 hours per week
Whitworth standard office hours are 8 AM to 4:30 PM, Monday - Friday.

Whitworth University is a Christian liberal arts university. Our shared mission is to provide our diverse students with an education of mind and heart, equipping them to honor God, follow Christ, and serve humanity. We seek candidates who are willing to engage with the university’s mission and integrate their Christian faith into their work.

Interested candidates should submit a cover letter, resume, faith statement, and contact information for at least three professional references. A background check and sexual misconduct check will be required of the successful candidate.

You are on this webpage because a position at Whitworth sparked your curiosity. If you find yourself questioning hitting the apply button because you might not meet 100% of the qualifications, we think you should do it! When you click apply and submit an application, your application is reviewed by a committee of real, living, and breathing human beings who want to understand your background, experience and skills to find ways you relate to the key competencies needed for success in the position.

Whitworth complies with all federal, state, and local nondiscrimination laws that are applicable to religious nonprofit institutions and does not engage in unlawful discrimination on the basis of race, color, national origin, age, sexual orientation, sex, or disability. With our Christ-centered commitment to building a diverse and inclusive community, the university encourages applications from populations underrepresented at Whitworth including members of racial/ethnic communities, women, and persons with disabilities.

Online applications are stored on a secure site. Only authorized employees and hiring authorities have access to the information submitted.

It is important that your application show all the relevant education and experience you possess. Applications may be rejected if incomplete.

At Whitworth University, we are committed to supporting the well-being of our faculty and staff by offering an extensive benefits package. Eligible employees can enjoy a variety of benefits, including:

• Comprehensive medical, dental, and vision coverage
• Employer-matched retirement plans
• Tuition remission programs available for employees, their spouses, and dependents
• Life insurance and long-term disability coverage
• Accrued vacation and sick leave based on full-time equivalency (FTE)
• Access to an Employee Assistance Program
• Resources for Christian vocation and calling
• No cost access to the University Recreation Center (UREC) and the Megan E. Thompson Aquatic Center
• 17 paid holidays throughout the year