Financial Aid Advisor/Scholarship Coordinator

Job Description

Job Description

Essential Functions/Responsibilities

• To understand and commit to the Mission of the College ~ Dodge City Community College (DC3) provides a student-centered learning environment where students can achieve their educational, personal, and career goals.
• Organize and secure all financial aid communications, notes, etc. to maintain strict confidentiality of student data and accurate processing.
• Follow and adhere to all standard operating procedures in the DC3 Financial Aid office. Be an active participant in the development of new procedures or edits to current procedures.

• Collaborate with the Director and Associate Director of Financial Aid to develop, implement and maintain internal controls and procedures across campus to minimize exposure to risks and ensure compliance with Department of Education regulations.
• Counsel and advise students about financial aid eligibility, application procedures, aid programs, costs, indebtedness, money and management and financial planning; individualizes information to the particular needs and situation of the student.

• Coordinate and manage the annual scholarship application process, including awarding of annual scholarships, maintaining the scholarship database, processing all scholarship application (including athletic scholarships), and communicate with applicable departments regarding scholarship availability while adhering to the institutional scholarship budget provided by the DC3 Business Office.
• Annually coordinate any needed changes to the scholarship application process in partnership with the Director, the Associate Director, and the DC3 IT department.
• Verify student’s eligibility for scholarships, including credit hours enrolled, GPA, and major.
• Maintain listings of outside scholarships.
• Assist with the awarding of DC3 Foundation scholarships, following the guidelines for eligibility provided by the DC3 Foundation.

• Import and process ISIRs on a daily basis and in compliance with the Department of Education and DC3, including sending of student communications to being the financial aid file completion process.
• Manage and send consistent student financial aid communications to ensure messages are accurate, that students are receiving them, and that students are responding and providing financial aid information needed as requested.
• Obtain student transcripts from the DC3 Records Department and ensure that all transcripts are received in a timely manner and in compliance with the Department of Education regulations.
• Plan, perform, and ensure that the verification processes of student financial aid records are completed timely and in compliance with the US Department of Education requirements.
• Collect and/or analyze financial data on students to determine aid eligibility and make awards within federal, donor and/or institutional guidelines.
• Package students based on Title IV guidelines and DC3 standard operation procedure. Send award letters reflecting financial aid eligibility to students.
• Review all financial aid documentation, make revisions in PowerFAIDS, and make changes in awards based on revised data if needed.
• Assist the Director and Associate Director in managing Federal Pell Grant and Federal (SEOG) disbursements and balance accounts with the College Business Office at least monthly.
• On a daily basis, identify students who have withdrawn and help to initiate an R2T4 when appropriate with the Director and Associate Director.
• Advise and assist the Director and Associate Director of Financial Aid with the preparation of the annual Federal Fiscal Operations report.
• Assist in the preparation of and present information regarding federal financial aid, scholarships, employment and grants for various campus groups, high school students and parents at meetings, group discussions, workshops and recruitment sessions.
• Stay apprised of regulatory changes on the State and Federal level as it pertains to Title IV Financial Aid.
• Prepare and disseminate consumer information in regards to student loan programs, Federal work study programs, and scholarship opportunities.
• Assist students with completing entrance/exit counseling and master promissory notes, including sending notices to complete exit counseling at the completion of every semester.
• Assist with data tracking using JenzabarOne with specific emphasis on Sports Tracking to support DC3 athletics programs
• Train as back-up for other office personnel to fill in as needed.
• Responsible for obtaining training and on-going support of PowerFAIDS, as directed.
• Provide support for all areas of financial aid in the Associate Director’s or Director’s absence.
• Other duties as assigned.

The above job description supersedes all previous descriptions. This description is intended to be a tool to describe the primary purpose of the job and the Essential Functions and Responsibilities. The job description may not be inclusive of all duties and job responsibilities. Administration has the right to add to or change the job responsibilities to cover absences or relief to equalize peak work periods at any time.

Required Qualifications

• Associate’s Degree
• Experience with Microsoft Word, Excel and data base management.
• Must possess a strong work ethic and commitment to working as an effective and collaborative team member in a high traffic office. Must be willing to cross-train.
• Must be able to cooperate and work well with all DC3 staff members and the Financial Aid team, as well as the diverse DC3 student population.

• Must be able to handle students and staff in a positive, helpful manner under all circumstances.
• Must possess the ability to keep Financial Aid information confidential within the Financial Aid office.
• Ability to interpret and apply laws, rules, and policies affecting financial aid.
• Excellent communication skills, strong technical skills, and attention to detail.
• Excellent interpersonal and high-level organizational skills. Ability to work in a fast-paced environment.
• Must be cognizant of deadlines and adhere to them.

• Obtain and maintain a valid Kansas driver’s license.

Preferred Qualifications

• Bachelor’s Degree
• Possess student financial aid program experience

Supervisory Responsibilities

• Student Workers

Physical Requirements: With or without assistance

• Ability to lift and carry 35 pounds.
• Ability to speak clearly and audibly to students in person and on the telephone.
• Ability to stretch, bend, stoop, and kneel as required to perform the duties of this position.
• Ability to hear informational speaker in conversational voice at a distance of 10 feet and by telephone.
• Stand or sit for long periods of time.

Building Assignment

• Student Union