Financial Aid Coordinator

Financial Aid Coordinator

Employees at this level provide assistance in carrying out the technical functions in the management of student financial aid programs. They work under general supervision from a designated supervisor.

Examples of duties include verifying student eligibility criteria and reviewing and awarding applicants for financial aid in accordance with federal, state, and institutional regulations and policies; entering, updating, and processing award notifications; assisting students with suggestions for locating institutional grants and scholarships; responsible for the alternative loan packaging process by determining eligibility, awarding, and performing data entry including the management of certification of alternative loans; overseeing all aspects of the file management system; managing correspondence and providing general financial information concerning account receivables, tuition assistance, and other financial programs; monitoring students eligibility to receive financial aid; notifying external servicing centers (e.g., the National Student Loan Data System, as required by Federal law) of student status and activities; working with students and agencies to resolve discrepancies; participating in the evaluation process for appeals; participating in the development of forms, letters, and brochures needed to collect financial aid data from student applicants; reviewing changes in regulations affecting various campus-based programs, guaranteed loans, state grants, and institutional programs; recommending changes in procedure to meet changing regulation needs; serving as liaison with other University organizations that work with the Financial Aid Office and outside agencies; participating in workshops and presentations for internal and external audiences; reviewing and collaborating to make sure that current financial aid information is available on the university website; assisting with the direction, management, and administration of scholarship and grant programs; coordinating, scheduling and providing in-service training and staff meetings as delegated; preparing and coordinating the preparation of statistical, operating, and planning records and/or reports; maintaining spreadsheets for various institutional programs for tracking and balancing purposes; ensuring accuracy, completeness, and compliance with regulations; processing and tracking all verification documentation submitted to the Office of Financial Assistance; entering all required corrections; performing accounting functions related to grant and scholarship accounts which may include reconciling awards and payments/transactions within an electronic record system; analyzing data from various agencies to determine if Federal Direct Student Loans and Federal Pell Grants awarded must be reduced to avoid overpayment; performing duties of the lower level in this series as required; performing other related duties as assigned.

Qualifications

Any one or combination totaling three (3) years (36 months) from the categories below:

• College coursework in any discipline, as measured by the following conversion table or its proportional equivalent:
• 30 semester hours equals one (1) year (12 months)
• Associates Degree (60 semester hours) equals eighteen months (18 months)
• 90 semester hours equals two (2) years (24 months)
• Bachelors Degree (120 semester hours) equals three (3) years (36 months)
• Work experience coordinating office, business, or customer service/relations activities.

• One (1) year (12 months) of higher education, student services, or closely related experience.

Supplemental Information

Illinois Residency Requirement: Pursuant to the State Universities Civil Service System, out-of-state candidates must establish Illinois residency within 180 calendar days of the start date for this position. Tips for Completing a Civil Service Application: 1. To be eligible for the role, ensure that your application includes a complete and detailed employment history that highlights your relevant full-time and part-time work experience, including start and end dates of employment. 2. Relevant part-time work experience will count towards the qualifications for this position and will be converted to full-time equivalence to calculate the total length of experience. 3. Upload all official transcripts to meet the educational requirements. If the job description specifies a minimum number of college hours, transcripts are mandatory for the successful processing of your application. 4. Veterans who qualify for preference must provide proof of eligibility within ten (10) working days of submitting an application, unless the same proof has already been submitted in a previous application. The required proof of eligibility includes, at a minimum, a copy of the veteran's DD214/DD215 form (Department of Defense), NGB22 form (National Guard), or Discharge Orders or DD256 Discharge Certificate (Reserves). 5. After the position has closed, your application and supporting materials will be reviewed to determine if you meet the minimum qualifications, including any specialty factors associated with this position. Those who qualify will move forward for Civil Service Examination/Testing. 6. Please monitor your e-mail for further information regarding your application. Emails will be generated from View email address on click.appcast.io. 7. For more information on Civil Service classifications, please visit the SUCSS web site at sucss.illinois.gov About Civil Service Examination/Testing: The Civil Service examination for this classification is based on your application materials and responses to the supplemental questions. No participation other than submission of application materials is required from applicants that qualify to take the exam. If you meet the minimum required qualifications for this position, your application will move forward for examination/testing in which you will receive a score calculated based on your education and experience, and your name will be placed on the active employment register by exam score. This score will be emailed to the email address noted on your application. After the application deadline, the names within the top three scores will be referred to the department for interview.

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