Coordinator of Financial Aid and Veterans Affairs

| May 25, 2023

Shawnee Community College

SUMMARY

The Coordinator of Financial Aid & Veteran’s Affairs is primarily responsible for the direction of all financial aid and veteran activities.  This position assures compliance with all regulatory agencies, federal, state and local, including Department of Education, Department of Veteran Affairs, Illinois Community College Board, Illinois Board of Higher Education.  The Coordinator provides collaboration will all departments on campus to provide all types of financial aid including: Pell, FSEOG, FWS, IWS, MAP, IVG, ING, institutional and Saints Foundation scholarships, and private alternative loans.  This position will lead the financial aid department in providing excellent customer service and serve as advocates for both potential students, ongoing students, and families.

MINIMUM QUALIFICATIONS

  • Bachelor’s Degree in Education, Administration, or related field.
  • 3-5 years’ experience in a supervisory role, knowledge of financial aid rules and regulations, and good communication skills (verbal and written).
  • Demonstrated ability to work well in a multi-cultural environment.
  • Basic computer skills.
  • Ability to deal with a variety of concrete variables and apply principles or rational systems.

Preferred:

  • Master’s Degree in Education, Administration, or related field.
  • Excellent computer skills.
  • Three to five years’ experience as a financial aid supervisor.
  • Excellent collaborative work ethic.
  • Ability to create and implement time-saving work flows and processes.

 ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:

LEADERSHIP

  1. Coordinate and manage all financial aid programs (Pell, FSEOG, FWS, IWS, MAP, IVG, ING, internal scholarships, private alternative loans, etc.), ensuring compliance with all federal, state, and institutional financial aid regulations, policies, and procedures utilizing best practices models.
  2. Lead and supervise financial aid staff and student workers, and ensure they receive appropriate training to remain up to date on the ERP system and current rules and regulations.
  3. Lead staff meetings, share information as appropriate, promote the development of ideas for improved service and efficiency, and encourage teamwork.
  4. Research best practices and develop, implement, and revise policies and procedures to ensure compliance with federal and state laws, regulations, and college policies related to financial aid and scholarships.
  5. Facilitate coordination and communication between respective college departments as they relate to the Financial Aid Office’s role in creating a positive educational experience for students. Integrate efforts to maximize Financial Aid’s role in recruitment and retention.
  6. Maintain current knowledge of college financial aid policies, procedures, and programs. Attend trainings, conferences, and webinars as necessary to keep knowledge current.

ADMINISTRATION/MANAGEMENT

  1. Monitor, approve, and/or revise all financial aid packaging for all qualified applicants in accordance with federal, state, institutional, and other policies and procedures.
  2. Administer the appeals process related to SAP. Work with the appeals committee to ensure they follow procedural and regulatory requirements.  Notify students of appeal outcomes and counsel students on available options.
  3. Oversee the approval or denial of professional judgments and dependency overrides on students with special circumstances (i.e. loss of family income, estrangement from family, death of a parent or spouse, etc.).
  4. Counsel and advise students and parents regarding financial needs and problems, and recommend financial aid opportunities, academic progress, eligibility, and procedures.
  5. Assure that every student has access to all necessary consumer information relevant to financial aid and veteran resources.
  6. Train financial aid staff in all areas of financial aid and veterans’ affairs.
  7. Provide financial aid basics training to all staff and faculty.
  8. Complete the Satisfactory Academic Progress (SAP) and Return of Title IV Funds processes.
  9. Collaborate with SAINTS Foundation to award scholarships.
  10. Complete federal, state, and institutional reports (including the FISAP, veterans’ surveys, etc.).
  11. Ensure all gainful employment programs are disclosed properly on the website, utilizing the required Department of Education template. Submit required gainful employment information through the National Student Loan Data System (NSLDS).
  12. Develop and conduct financial aid presentations and participate in outreach activities, such as New Student Orientation, high school outreach, financial aid workshops, etc.
  13. Oversee compliance regulations required by governing bodies.
  14. Serve as the veterans certifying official to provide students with information on applying for veteran education benefits. Responsible for sending in new and continuing veteran certifications.

ACCOUNTABILITY

  1. Perform the final review of the verification process to ensure all information is complete and accurate.
  2. Work with the Business Office to ensure accurate and timely exchange of information and awards through the ERP system. Oversee the reconciliation process.
  3. Develop, design, revise, and update all publications (website, college catalog, scholarship booklet, etc.) relating to financial aid. Provide training and materials to college staff regarding the financial aid process.

FISCAL

  1. Maintain, research, and submit information regarding the budget as needed.
  2. Manage risk by monitoring conditions, events, and circumstances present through the performance of the essential functions of the job.
  3. Manage risk by ensuring proper policies and procedures are in place and followed.

OTHER

  1. Participate as appropriate in organizations on the state, regional, and national levels, such as ILASFAA and AVECO.
  2. Participate on institutional committees and in other activities as assigned.
  3. Perform other related duties, which may be required by the Director of Recruitment & Enrollment. Related duties as required are duties that may not be specifically listed in the class specification or position description, but that are within the general occupational series and responsibility level typically associated with the employee’s class of work.
  4. Performs must be performed at Shawnee Community College campus or other designated location.

SKILLS & ABILITIES include the following:

  • Ability to collaborate with other departments across campus.
  • Excellent verbal and written communication skills.
  • Excellent customer service.
  • Ability to maintain and secure confidential information in all of its forms.
  • Excellent organizational skills and attention to detail.
  • Strong supervisory and leadership skills.
  • Strong analytical and problem-solving skills.
  • Thorough knowledge of federal and state financial aid programs.
  • Proficiency with (or ability to learn quickly) the College’s enterprise resource planning system and other software programs.
  • Ability to prioritize tasks and delegate them when appropriate.
  • Proficient with Microsoft Office Suite and related software.

SUPERVISORY RESPONSIBILITIES

All full-time and part-time Financial Aid staff and Financial Aid student workers.

CUSTOMER SERVICE STATEMENT

Consistently performs duties with concern, courtesy, and respect for all persons in a prompt and timely manner. Must work cooperatively with students, employees, and community members and be sensitive to issues of student and employee diversity. Consistently exhibits responsiveness to others in the organization at all levels and responds to requests for assistance from students, staff, and community members in a helpful and timely manner.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

Lifting: Raising objects from a lower to a higher position or moving objects horizontally from position to position. Lifting items up to 20 pounds in weight.

Sitting for prolonged periods of time.

WORK ENVIRONMENT 

Primarily in an office/school environment.  Noise levels usually are moderate

SALARY RANGE:  $50,000 – $58,000

REQUIRED DOCUMENTS:  Cover letter, Resume, Official Transcript

ADDITIONAL DOCUMENTS MAY BE REQUESTED

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In order to comply with federal laws and assure our affirmative action objectives, we must collect and analyze the information requested below. This information is voluntary and please be ensured that safeguards have been instituted to ensure the information cannot be used as a basis for discrimination during hiring. Your cooperation in supplying this information is greatly appreciated and will not be used for hiring purposes, but for reporting purposes only.

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I certify that all information provided in this employment application is true and complete. I understand that any false information or omission may disqualify me from further consideration for employment and may result in my dismissal if discovered at a later date. I authorize and agree to cooperate in a thorough investigation of all statements made herein and other matters relating to my background and qualifications. I understand that any investigation conducted may include a request for employment and educational history, credit reports, consumer reports, investigative consumer reports, driving record, and criminal history. I authorize any person, school, current and former employer, consumer reporting agency, and any other organization or agency to provide information relevant to such investigation and I hereby release all persons and corporations requesting or supplying information pursuant to such investigation from all liability or responsibility to me for doing so. I understand that I have the right to make a written request within a reasonable period of time for complete disclosure of the nature and scope of any investigation. I further authorize any physician or hospital to release any information which may be necessary to determine my ability to perform the job for which I am being considered or any future job in the event that I am hired. I agree to abide by all rules and regulations in effect at the time of my employment or subsequently initiated.

I UNDERSTAND THAT THIS APPLICATION OR SUBSEQUENT EMPLOYMENT DOES NOT CREATE A CONTRACT OF EMPLOYMENT NOR GUARANTEE EMPLOYMENT FOR ANY DEFINITE PERIOD OF TIME. IF EMPLOYED, I UNDERSTAND THAT I HAVE BEEN HIRED AT THE WILL OF THE EMPLOYER AND MY EMPLOYMENT MAY BE TERMINATED AT ANY TIME, WITH OR WITHOUT CAUSE AND WITH OR WITHOUT NOTICE.

I have read, and understand, and by my signature consent to these statements.

Shawnee Community College is an Equal Opportunity/Affirmative Action Employer.