Veterans Benefits Coordinator

Veterans Benefits Coordinator

The Registrar's Office exists to support the education of students at William & Mary, to protect the integrity of William & Mary degree, to uphold and assure consistent application of the academic rules and regulations, as set forth by the faculty and the Commonwealth of Virginia. Essential responsibilities are to maintain accurate records, to allow access to student records in compliance with the federal Family Educational Rights and Privacy Act of 1974 (FERPA), and to support the academic program of the University by gathering, maintaining and distributing information. Inherent in the effectiveness of this office is a commitment to objectivity and equity, with the understanding that there is an obligation to communicate information accurately and effectively. This position facilitates the process for eligible students to receive federal educational veterans benefits as well as providing secondary enrollment services support. The incumbent maintains current knowledge of Veterans Administration policy and processing along with the University enrollment processes and effectively responds to a broad range of questions from students, parents, faculty/staff, outside agencies, and the general public. Incumbent exercises independent decision-making and problem-solving skills as they provide guidance with respect to availability and alternatives to the University's academic policies, procedures, and services to diverse constituencies. The Coordinator serves as a subject matter expert on university policy and federal laws such as FERPA.

Required Qualifications:

• High school diploma or equivalent.
• Experience providing exemplary customer service.
• Demonstrated knowledge of enrollment processes/procedures and the ability to interpret them and provide guidance to others.
• Proficiency with computer applications including word processing, spreadsheet management, and database management.
• Excellent verbal and written communication skills.
• Demonstrated ability to work well with diverse constituencies.
• Demonstrated ability to work independently, multi-task, and prioritize.

Preferred Qualifications:

• Bachelor's degree.
• Previous experience with veteran benefit processing in higher education.
• In-depth knowledge of institutional, state, and federal policies for veterans' benefits processing.

Conditions of Employment:

• Overtime and weekend work are rare and tend to be linked with major university initiatives such as commencement, orientation, and registration.
• Some travel may be required for relevant workshops, etc.
• This is a non-exempt position, eligible to receive overtime in accordance with the Fair Labor Standards Act. This position may be subject to overtime during high peak times, etc. as directed and approved by the supervisor.

Job Duties: 80% - Reviewing Eligibility, Processing, and Records:

• Serve as the primary contact for all veteran benefits eligibility matters on the William & Mary campus and be able to work independently to make critical decisions in determining students' eligibility.
• Interview and assess applicants to gather information pertinent to their VA Benefits applications.
• Compile, record, evaluate, and maintain various data elements such as their VA Benefit Chapter, percent of eligibility, enrollment status, residency, student account charges/payments, academic progress/information, etc. to report appropriate data to the VA and verify completeness and accuracy of eligibility status.
• Initiate procedures to submit, modify or terminate veterans benefits through the Department of Veteran Affairs.
• Maintain files/data in compliance with the state and federal retention guidelines.
• Create a catalog to submit to the VA State Approving Agency outlining all the university's current courses and accreditation information, to make sure the university is approved to sponsor VA benefits on a yearly basis.
• Evaluate and process requests for over 500 students that wish to use veterans' benefits.
• Maintain an updated understanding of applicable VA benefit policies, procedures, and state/federal regulations.
• Correspond with current and prospective students/family members about the veteran's benefits application process. This includes but is not limited to, telephone, email, and in-person inquiries.
• Interpret and explain information such as eligibility requirements, required documentation, federal/state rules and regulations, and the application process.
• Check with state and federal references to verify answers and obtain further information for all potential inquiries.
• Correspond frequently with applicable university, state, and federal Veteran Affairs staff for all potential VA benefits updates and/or rule changes.
• Work closely with the University's Bursar's Office, along with other departments and/or committees, to ensure timely and accurate processing of benefit certifications, tuition and fees calculations, and any study abroad circumstances.
• Review federal websites to maintain current information for relevant policies and procedures updates.
• Continuously evaluate current office procedures with the goal of increased efficiency.

10% - Miscellaneous Duties:

• Maintain in-depth knowledge of admissions, registration, and records policies and procedures and be able to explain them to students and family members, as necessary.
• Attend yearly conferences and seminars to enhance knowledge of VA benefits and report back to the department with any news or updates regarding operational procedures.
• Attend regularly scheduled SCO office hours and training to maintain certification on a yearly basis.
• Work with the Office of Student Veteran Engagement in coordinating any on-campus events and/or providing information for current or prospective VA benefit students.
• Manage and direct student-workers within the Office of the University Registrar when assigned to the VA benefits department.

10% - System Management & Maintenance/Audits:

• Utilize Enrollment Manager, to process and amend VA Benefit eligible students' enrollment statuses.
• Utilize the Banner system to manage and track students using VA Benefits.
• Run queries through Banner for reconciliation purposes.
• Maintain proficiency with the Army, Air Force, and Navy tuition assistance portals for submitting tuition and fee rates, credits, and any course information necessary to properly certify students.
• Serve as the main point of contact for system data needed to maintain and gather all necessary information for external audits done by the Veteran's Affairs State Approving Agency.

Physical Demands:

• Sedentary Work - Occasionally
• Clerical, Administrative, Machine Operators (including inspection), Inspection, Close Assembly - Constantly
• Stooping - Occasionally
• Light Work - Occasionally
• Balancing - Occasionally
• Crouching - Occasionally
• Kneeling - Occasionally
• Reaching - Occasionally
• Standing - Occasionally
• Walking - Frequently
• Pushing - Occasionally
• Pulling - Occasionally
• Lifting - Occasionally
• Grasping - Frequently
• Feeling - Frequently
• Talking - Constantly
• Hearing - Constantly
• Repetitive Motion - Constantly

William & Mary offers our employees a full array of benefits including retirement, health insurance with options for expanded dental and vision along with group and optional life insurance with coverage for spouse and children, flexible spending accounts, and an EAP (Employee Assistance Program).

Our employees enjoy additional university benefits such as educational assistance, professional development, wellness benefits, and a robust holiday schedule. All employees have access to fitness facilities on campus. Staff members also have access to the university libraries, and much more. To learn more, go to: