Financial Aid Coordinator - Systems and Communication

Job Title
Financial Aid Coordinator - Systems and Communication

Agency
Tarleton State University

Department
Student Financial Assistance Services

Proposed Minimum Salary
Commensurate

Job Location
Stephenville, Texas

Job Type
Staff

Job Description

Tarleton State University, a distinguished Doctoral National Comprehensive University, invites applications for the position of Financial Aid Coordinator - Systems and Communication in the Department of Financial Aid . As part of a vibrant academic community dedicated to excellence in teaching, research, and service, this role offers the opportunity to contribute meaningfully to a university that values innovation, collaboration, and inclusive growth. Join us in advancing knowledge and transforming lives-on campus and beyond. Tarleton State University continues to grow its impact across Texas, with four distinct campuses located in Stephenville , Fort Worth , RELLIS-Bryan and Waco , along with a robust online community that extends our reach even further.

At the heart of it all is Stephenville , where Tarleton State offers a dynamic environment for faculty and staff. From a lively live music scene and numerous local festivals to rich traditions rooted in the surrounding community, Stephenville provides a vibrant and welcoming atmosphere.

No matter where you're located-on campus or online-you are part of a mission that transforms lives and makes a difference across the state of Texas and beyond

Important Immigration Information:

A Presidential proclamation issued on September 19, 2025, imposes a $100,000 fee on new H-1B petitions filed after September 21, 2025. Please be advised that Tarleton State University will NOT pay this fee. Therefore, if you need immigration sponsorship for your employment, we recommend that you consult with your private immigration counsel at your own expense to ascertain whether your current immigration status would make a potential offer of employment from Tarleton State University subject to this fee.


In addition, on January 27, 2026, Texas Governor Abbot issued a moratorium on the filing of any new H-1B unless approved by the Texas Workforce Commission. Accordingly, if you will now or in the future require sponsorship for employment visa status this moratorium may affect our ability to employ you should you be selected as the final candidate. ________________________________________________________________________

The Financial Aid Coordinator, Systems and Communication plays a critical role in supporting the operational, compliance, and communication functions of the Office of Financial Aid. The Financial Aid Coordinator, Systems and Communication is essential to improving processing timelines, enhancing the student experience, and ensuring data integrity across all financial aid systems and in alignment with federal, state, and institutional regulations. This position is essential to advancing student support, communication efficiency, and operational accuracy within the Office of Financial Aid. The ideal candidate is detail-oriented, technologically skilled, and proficient in both financial aid operations and digital communication tools.

Reporting to the Executive Director of Financial Aid, this position supports system setup, maintenance, reporting, automation, communication workflows, and user training. This position plays a key role in maintaining data integrity, strengthening student communication strategies, and generating actionable insights that improve financial aid outreach, counseling, and compliance accuracy.


Work hours are Mon-Fri 8:00am-5:00pm or as work requirements indicate with occasional before/after hours during peak times, as well as occasional Saturday events.

Duties and Responsibilities:

• Coordinates financial aid-related communication campaigns for email, SMS, portals, and CRM systems
  
• Ensures all communication aligns with university branding, clarity standards, financial aid regulations, and privacy policies
  
• Assists with creating and maintaining CRM workflows, journeys, triggers, and student-facing communications
  
• Works with enrollment and IT partners to manage CRM data flow, monitor integrations, and support system improvements
  
• Ensures communication journeys route students correctly and reach the appropriate populations
  
• Supports staff training and troubleshooting within the CRM environment
  
• Designs, develops, and maintains electronic financial aid forms and workflows using platforms such as Student-Forms, Campus-Communicator, Kuali, DocuSign, or similar systems
  
• Ensures digital forms collect accurate data, integrate cleanly with Banner and CRM systems, and support verification, appeals, special circumstances, professional judgments, and other aid processes
  
• Helps track communication effectiveness and reporting on outreach impact
  
• Works closely with Enrollment Management Communications team to develop and implement communication plans for FAFSA reminders, missing information, award notifications, deadlines, loan processes, SAP, and special outreach initiatives
  
• Performs data checks and audits to ensure accuracy across Banner, CRM systems, and communication platforms
  
• Extracts data for operational reports, dashboards, and compliance monitoring
  
• Provides training to financial aid staff on Banner processes, CRM tools, communication systems, and electronic forms
  

Minimum Qualifications for Education and Experience:

• Bachelor's degree or equivalent combination of education and experience
  
• Four years of administrative experience, including at least one year working with CRM systems or in a higher education environment
  

Knowledge, Skills and Abilities:

• Working knowledge of Ellucian Banner Financial Aid module
  
• Familiarity with CRM communication systems, workflow automation, and email/SMS tools
  
• Ability to analyze data, identify errors, and ensure system accuracy
  
• Understanding of federal and state financial aid processes; FAFSA, verification, awarding, SAP, compliance, and Title IV regulations
  
• Strong attention to detail and capacity to manage multiple projects and deadlines
  
• Ability to coordinate communication schedules and system timelines effectively
  
• Demonstrated ability to work with cross-functional teams
  
• Strong initiative and ability to work independently in a fast-paced environment
  
• Commitment to continuous improvement and student-centered service
  
• Good interpersonal communication skills
  
• Must be literate in the English language and able to comprehend, give and follow both written and verbal instructions
  
• Ability to use tact, diplomacy, and judgment in dealing with all customers
  

Preferred Experience

• Financial aid experience preferred
  
• Experience with Ellucian Banner Student Information System is preferred
  

Compensation & Benefits

Salary: Commensurate with experience

Salary Range: The target base annual salary range is $52,185 up to $68,330.50 and may be negotiable based on funding availability and candidate experience/skillset in relation to the minimum requirements of this position. We are proud to offer a comprehensive benefits package for full-time and qualifying part-time employees. Our Careers Page offers an overview of the great benefits we offer; for detailed information visit our Benefits Information page.

Qualified candidates are encouraged to submit a completed application for consideration. Initial review of applications will begin immediately and continue until position is filled.

Application Procedure:

During the application process applicants have one opportunity to enter the requested information, upload documents and Submit the application. Applicants will not be able to make changes or add additional documents once the application materials have been submitted via "Submit" action.

Employment applications must include:

• Completed online application
  
• Cover Letter / Letter of Interest addressing qualifications
  
• Curriculum Vitae or Resume
  
• At least 3 current professional references and their full contact information
  
  

Applications received by Tarleton State University must have all job application data entered. Failure to provide all job application data could result in an invalid submission and a rejected application. "See resume" is not an acceptable entry in the job application. Incomplete applications will not be considered.

All positions are security-sensitive. Applicants are subject to a criminal history investigation, and employment is contingent upon the institution's verification of credentials and/or other information required by the institution's procedures, including the completion of the criminal history check.

Equal Opportunity/Veterans/Disability Employer.