Program Assistant - Financial Aid

Our Mission Statement:

Reporting to the Director of Financial Aid Services, the Program Assistant plays a key role in supporting financial aid operations. This position works closely with the Director, Assistant Director, and financial aid staff to administer aid programs while ensuring compliance with federal, state, and institutional guidelines.

The Program Assistant is responsible for advising and assisting students, parents, faculty, staff, and external agencies regarding financial aid programs, eligibility, and awards. The role includes reviewing applications, determining eligibility, and awarding financial aid in alignment with institutional policies and regulatory requirements. Maintaining data integrity within the Financial Aid Management System and ensuring accurate transmissions to and from federal and state agencies is essential. Additionally, the Program Assistant gathers, analyzes, and presents data related to program operations while providing training, guidance, and support to financial aid staff.

Serving as a liaison between the financial aid office and other departments or external organizations, the Program Assistant contributes to a team-oriented environment focused on delivering exceptional student service. This position is primarily office-based, with the potential for a hybrid schedule if customer service needs are met. Occasional evening or weekend work may be required.

• Address and resolve inquiries related to financial aid rules, regulations, policies, procedures, and services. Handle phone calls, emails, and correspondence while assisting students through the financial aid process.
• Greet and refer visitors, facilitating the operation of financial aid programs.
• Compile and distribute information on financial aid program activities; collaborate with campus departments and external agencies per regulations. Serve as a resource for campus committees focused on financial aid operations.
• Utilize specialized software to record, retrieve, monitor, calculate, and report financial aid data.
• Analyze and interpret statistical data, historical reports, and other relevant materials.
• Establish, maintain, and organize records and files.
• Prepare narrative and statistical reports on program operations and activities.
• Develop and maintain accurate records using spreadsheet and database software.
• Coordinate and oversee the production of student notifications.
• Plan, coordinate, and conduct financial aid information sessions for students and stakeholders.
• Generate reports, upload files, and reconcile fund accounts with federal/state agencies and the business office.
• Process and submit program reports to external agencies.
• Provide backup support for other office functions.
• Conduct complex federal eligibility verification, review data for accuracy, and make necessary award adjustments.
• Award applicants based on federal, state, and institutional guidelines and funding priorities.
• Process revisions to student awards due to funding availability, eligibility changes, and enrollment status.
• Run reports, troubleshoot issues, and implement proactive corrections.
• Perform additional duties as assigned.

• High school diploma or equivalent.
• Two years of full-time clerical experience.
• OR equivalent education/experience.

• Learn and adapt to new technology, utilizing its full functionality.
• Troubleshoot technical issues and develop effective solutions.
• Think critically, take initiative, and approach tasks proactively.
• Provide positive and constructive feedback to students and staff.
• Communicate clearly, collaboratively, and consistently.
• Meet deadlines and effectively prioritize time-sensitive tasks.

• Financial aid programs, regulations, and eligibility requirements.
• Financial aid systems, including interpreting and adjusting student eligibility when necessary.
• Key processing deadlines and timelines for task completion.
• The student journey and financial aid information essential for informed academic decision-making.

• Associate’s or Bachelor’s degree in a related field.
• At least one year of experience in financial aid or two years in a related field.
• Proficiency with financial aid management software.
• Strong knowledge and experience using Microsoft Office, including spreadsheet and database applications.
• Technical expertise applicable to a student services environment.
• Commitment to serving students from diverse backgrounds.
• Ability to work methodically and collaboratively.
• Strong interpersonal skills to effectively interact with staff, students, and the public.
• Excellent verbal and written communication skills.
• Strong attention to detail, accuracy in record-keeping, and ability to identify errors.
• Capacity to concentrate for extended periods, manage interruptions, and multitask effectively.
• Proficiency in keyboarding with normal speed, including extended periods of sitting and hand/arm movement.
• Sound judgment in decision-making, ensuring compliance with regulations and established policies.

APPLICATION INSTRUCTIONS:

To apply for this position, you MUST submit a complete YVC Online Employment Application, and include the following REQUIRED attachments: 

• A cover letter describing how you meet the qualifications of this position (a generic cover letter will not be accepted)  
• A current resume(a resume will not substitute for the "work experience" section of the online application)  
• Three (3) professional references(personal references do not count as professional)
• Unofficial transcripts for confirmation of degree(if minimum qualifications require a degree). The successful candidate will be required to submit official transcripts at time of hire.  
• Certifications/Credentials as required for fulfillment of the minimum qualifications.

SUPPLEMENTAL INFORMATION:

Candidates invited for interviews may be required to complete a skills test.

Salary : $38,868 - $51,588