Financial Aid Counselor

TITLE: Financial Aid Counselor

DEPARTMENT: Financial Aid

REPORTS TO: Director of Financial Aid

CLASSIFICATION: Staff-12 months

EFFECTIVE DATE: TBD

STANDARD WORK HOURS: 37.5 hours per week

LOCATION: On-Site Main Campus

EMPLOYMENT STATUS: Full-Time


EMPLOYMENT CLASSIFICATION: Exempt

JOB SUMMARY:

The Financial Aid Counselor provides comprehensive financial aid counseling and customer service to prospective and current students and their families regarding federal, state, institutional, and other financial assistance programs. This position evaluates financial aid applications, determines eligibility for aid in accordance with applicable laws, regulations, and university policies, and assists in administering financial aid programs while ensuring compliance with Title IV regulations and other applicable federal and state requirements. The Financial Aid Counselor supports student success by providing accurate information, maintaining confidential student records, and delivering exceptional customer service.

ESSENTIAL JOB FUNCTIONS:

• Maintain regular, reliable, and punctual on-campus attendance. This position requires in-person work as an essential function to provide direct services to prospective and current students, parents, faculty, staff, and visitors; conduct financial aid counseling; review confidential financial and educational records; process financial aid documentation; collaborate with university departments; participate in recruitment, orientation, and other campus events; and perform duties requiring secure access to university systems, records, and equipment maintained on campus.
• Counsel prospective and current students and their families regarding federal, state, institutional, and private financial aid programs, eligibility requirements, application procedures, and financial literacy.
• Evaluate financial aid applications and supporting documentation, analyze individual student circumstances, and determine eligibility for federal, state, institutional, and private financial aid programs in accordance with applicable laws, regulations, and university policies.
• Exercise independent professional judgment in reviewing financial aid applications and supporting documentation, interpreting federal regulations and university policies to determine student eligibility for financial aid programs.
• Interpret and apply complex federal regulations, state requirements, and university policies to resolve financial aid eligibility questions and unusual student circumstances.
• Exercise independent judgment in awarding federal, state, institutional, and other financial aid in accordance with applicable regulations, university policies, and available funding.
• Assist students and families in completing the Free Application for Federal Student Aid (FAFSA) and other required financial aid documentation.
• Explain financial aid awards, satisfactory academic progress requirements, verification procedures, loan responsibilities, and other financial aid policies.
• Ensure compliance with Title IV regulations, federal and state laws, NCAA requirements, university policies, and applicable financial aid program guidelines.
• Maintain the confidentiality, integrity, and security of student financial aid and educational records in accordance with the Family Educational Rights and Privacy Act (FERPA), university policy, and applicable federal and state laws.
• Maintain accurate, complete, and confidential student financial aid records in accordance with university policy and applicable privacy laws.
• Monitor assigned financial aid programs to ensure ongoing compliance with applicable federal, state, and institutional regulations.
• Prepare, maintain, and assist with required federal, state, institutional, and other financial aid reports.
• Present financial aid information during admissions events, orientations, workshops, financial literacy programs, and other outreach activities.
• Provide guidance and training to students, faculty, staff, and new employees regarding financial aid policies, procedures, and regulatory requirements.
• Collaborate with Admissions, Student Accounts, the Office of the Registrar, Athletics, Academic Affairs, and other university departments to support enrollment and student success.
• Assist in developing, implementing, and maintaining office procedures that improve operational efficiency and customer service.
• Utilize Banner and other financial aid information systems to administer financial aid programs, evaluate student eligibility, maintain records, and generate reports.
• Maintain current knowledge of federal regulations, financial aid programs, and industry best practices through professional development and participation in state, regional, and national financial aid organizations.
• Maintain regular communication with students regarding outstanding requirements, application status, eligibility, and award information.
• Recommend improvements to financial aid processes, procedures, and internal controls to enhance compliance, operational efficiency, and customer service.
• Perform other duties as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:

• Knowledge of Title IV federal financial aid regulations and applicable state financial aid programs.
• Knowledge of financial aid administration principles, practices, and procedures.
• Knowledge of FERPA and the handling of confidential student information.
• Knowledge of federal financial aid compliance, verification, satisfactory academic progress, and professional judgment requirements.
• Excellent oral, written, interpersonal, and customer service skills.
• Ability to communicate complex financial aid information clearly and professionally.
• Ability to interpret and apply federal regulations, university policies, and financial aid procedures.
• Strong organizational, analytical, problem-solving, and time management skills.
• Ability to manage multiple priorities while maintaining accuracy and attention to detail.
• Ability to establish and maintain effective working relationships with students, parents, faculty, staff, and external agencies.
• Ability to analyze complex financial aid documentation and apply federal regulations and university policies to individual student circumstances.
• Ability to exercise sound professional judgment and independent decision-making while maintaining compliance with applicable laws and regulations.
• Proficiency with Microsoft Office applications and student information systems, including Banner or comparable systems.

SUPERVISORY RESPONSIBILITY:

• This position does not have supervisory responsibility.

OTHER DUTIES:

• Performs other job-related duties as required.

QUALIFICATIONS:

Minimum Qualifications

• Bachelor's degree from an accredited institution in Higher Education, Business Administration, Public Administration, Finance, Accounting, Student Affairs, or a closely related field.
• One (1) to three (3) years of experience in financial aid, enrollment management, student services, higher education administration, or a related field.
• Experience interpreting policies, regulations, and procedures while providing direct customer service.
• Ability to maintain confidentiality and exercise sound professional judgment.

Preferred Qualifications

• Experience administering Title IV financial aid programs.
• Experience using Banner Financial Aid and related student information systems.
• Experience with federal verification, satisfactory academic progress, and professional judgment reviews.
• Experience presenting information to individuals and groups.
• Membership or participation in state, regional, or national financial aid professional organizations.

Licensing and Certifications: NA

WORKING CONDITIONS:

• Work is performed primarily in a standard office environment.
• Frequent use of computers and standard office equipment.
• Requires prolonged periods of sitting with occasional standing, walking, bending, reaching, and lifting of files or materials weighing up to 20 pounds.
• Requires frequent interaction with students, parents, faculty, staff, and external agencies.
• May require occasional evening or weekend work during peak processing periods, recruitment events, orientation programs, registration, or other university activities.

Applicants must be authorized to work for any employer in the United States. At this time, Kentucky State University is unable to sponsor or take over sponsorship of an employment visa

Internal candidates are encouraged to apply.

KENTUCKY STATE UNIVERSITY is an Equal Opportunity Employer

The functions, qualifications, knowledge/skills, and physical requirements listed in this job description represent the essential duties of the job, which the incumbent must be able to perform either with or without reasonable accommodation. The Job Functions listed do not necessarily include all activities that the individual may perform.