Financial Aid Program Specialist II

Job Description

Job Description

Heidelberg University is seeking to fill the position of Financial Aid Program Specialist II. The Financial Aid Program Specialist II is responsible for the administration of student eligibility determination, financial aid awarding, verification, and institutional, state, and federal aid programs. This position serves as a key member of the Financial Aid team and is responsible for reviewing student eligibility, administering the verification process, awarding institutional and endowed scholarships, processing state grant programs, evaluating satisfactory academic progress, and assisting students and families with financial aid planning. The Financial Aid Program Specialist II works closely with students, families, campus partners, and external agencies to ensure the accurate and timely delivery of financial assistance while maintaining compliance with federal, state, and institutional regulations. The Financial Aid Program Specialist II reports directly to the Director of Financial Aid.

Essential Duties and Responsibilities:

Financial Aid Awarding and Packaging

• Review student eligibility and prepare, package, and revise financial aid awards in accordance with federal, state, and institutional regulations and policies.
• Monitor and review financial aid awarding processes for prospective, continuing, transfer, and graduate student.
• Review and adjust awards based on changes in enrollment, eligibility, funding availability, and regulatory requirements.
• Administer packaging for specialized programs such as Study Abroad, Summer term, and Nursing.
• Assist with development, testing, and implementation of annual awarding strategies and packaging models.
• Monitor awarding activity to ensure timely communication of financial aid offers to students and families.
• Collaborate with Admissions, Student Accounts, and other campus offices to support enrollment and retention initiatives.

Verification and Student Eligibility

• Administer the federal verification process, including review of documentation, resolution of conflicting information, and determination of aid eligibility.
• Review FAFSA data and supporting documentation to determine student eligibility for federal, state, and institutional financial aid programs.
• Communicate with students and families regarding eligibility requirements, missing documentation, and financial aid processes.
• Review and process special circumstance, professional judgment, and dependency override requests in accordance with federal regulations and institutional policies.
• Maintain accurate student records and supporting documentation in compliance with federal, state, and institutional requirements.
• Assist students in resolving aid eligibility issues and completing required documentation

State, Institutional and Endowed Aid Administration

• Administer state grant programs and monitor student eligibility requirements.
• Coordinate the awarding and reconciliation of institutional grants and scholarships.
• Administer endowed scholarship selection and awarding processes in accordance with donor restrictions and institutional policies.
• Maintain accurate records and reporting related to institutional, endowed, and state-funded aid programs.
• Administer annual scholarship and endowment review and awarding processes.

Student Financial Aid Counseling

• Counsel prospective and current students and families regarding financial aid programs, eligibility requirements, financial planning, and available funding resources.
• Provide guidance regarding special circumstances, appeals, and financial aid options.
• Support enrollment and retention initiatives through proactive outreach and counseling.
• Collaborate with campus partners to promote student success and financial wellness.

Compliance and Program Administration

• Assist in maintaining compliance with federal, state, institutional, and accreditor regulations.
• Support the Director of Financial Aid with audits, program reviews, compliance reporting, and reconciliation activities.
• Maintain knowledge of current federal, state, and institutional regulations and implement operational changes as necessary.
• Participate in assessment and continuous improvement of financial aid policies and procedures.

Professional Development

• Participate in professional development activities that enhance job performance and represent both the profession and the University in a positive manner.
• Participate in appropriate University committee and work group activities.

Core Values and Personal Attributes:

• Core values – models leadership values of integrity, honesty, humility, transparency, respectfulness, diversity, caring, loyalty and accountability in all work.
• Intellectual dynamism – demonstrates mental sharpness, capability and agility.
• Self-knowledge – gains insight from successes and mistakes.
• Personal learning – seeks feedback and professional development opportunities to improve performance and effectiveness.
• Peer relationships – encourages collaboration and cooperation across the organization.
• Teamwork – performs most effectively as a hard-working member of a team.
• Constituency focus – completes work to meet constituencies’ expectations and requirements.
• Community focus – brings a spirit of enthusiasm and energy to the campus and town.

Desired Attributes and Qualifications

Education and Professional Experience:

• Bachelor’s degree
• Three (3) -five (5) years of financial aid, higher education or relevant experience preferred.
• Experience with Ellucian Banner, Slate, OnBase and Argos software a plus

Necessary Knowledge, Skills, and Abilities:

• Demonstrated experience with managing confidential information with professional integrity.
• Ability to analyze complex situations and exercise sound judgement in accordance with Institutional policies and applicable regulations.
• Outstanding oral and written communication skills.
• Ability to perform duties with a positive work ethic.
• Ability to work both independently as well as cooperatively in a team setting.
• Exceptional self-motivation, integrity, and creativity.
• Ability to manage multiple tasks and balance competing priorities.
• Ability to interact professionally and effectively with staff and all offices across campus to deliver high quality customer service.

TOOLS AND EQUIPMENT USED: Knowledge of operation and use of various office equipment including, but not limited to: personal computer, including spreadsheet, word processing software, and integrated database program, copier, telephone, scanner, and printers. Employee in this position must have a valid driver’s license.

PHYSICAL DEMANDS: While performing the essential functions of this job, the employee is frequently required to use arms, hands and fingers to operate and manipulate equipment generally found in an office setting. The employee may be frequently required to be mobile, communicate, and hear. The employee may occasionally be subject to a variety of outdoor environmental conditions including heat, cold, and precipitation.

The employee must frequently lift and/or move up to ten (10) pounds and occasionally lift and/or move more than fifty (50) pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. Mental demands include varied degrees of occasional stress while performing job duties.

WORK ENVIRONMENT: While performing the essential functions of this job, the employee frequently works in an office setting, educational facilities including sports and entertainment venues all of which may be indoor or outdoor. The noise level in the work environment is representative of an office setting and will range from moderately quiet to occasionally loud.