Financial Aid Specialist

Department: Office of Financial Aid & Scholarships

Campus Location: Wichita, KS - WSU Main Campus

Hire Type: Full Time

Pay: Range beginning $42,600/yr, adjusted based on qualifications

Work Schedule: Mon-Fri, 8am-5pm

Export Compliance Requirement: No export control requirement.

Job Story

It's all in the DETAILS! We need a determined, quiet confidence, meticulous & detail-loving person for this role. This team has the responsibility to the students to ensure regulations, regarding financial aid, are followed as well as assist students who are ineligible, why that might be. You are a cross-checking, triple checking detail-loving person who can grasp the technical writing of regulations. The serene office setting is a comfort to you for and the level of detail in your daily routine. You find comfort in knowing what your days are comprised of and where you find solace. If you enjoy being involved more in back-office details where you are an expert in your position but you can support your team as a backup on all things needed, this is the position you need! Details, details, details is the name of the game in this office & they love it! If you are exceptional at managing this type of role & have technical skills needed, apply today for your chance with us.

Job Summary

Supports financial aid application processes and reviews established University and federal policies and regulations to perform application determinations. Recommends process and procedural changes as needed. Coordinates aspects of aid eligibility and resolution of conflicting information.

Essential Functions

Coordinates project task deliverables in support of one (1) or more financial aid programs. Acts as subject matter expert within focus area applying knowledge of federal, state, and institutional financial aid programs, as well as the University. Coordinates all processes related to federal aid applications and assessing and certifying student eligibility. Communicates program rules and regulations with internal and external department staff, government agencies, students and their families. Resolves complex financial aid related questions and escalations related to all federal, state and institutional aid program administered by the office. Assists with general financial aid questions and processes as needed. Counsels directly with students and families on resolving complex issues related to eligibility requirements and/or federal application corrections. Provides expert level service and maintains knowledge of federal, state, and institutional financial aid programs, as well as the University. Evaluates applications and administers financial aid eligibility determinations according to program guidelines and regulations.

Job Duties
• Facilitate the daily import and export of sensitive financial aid data between the university and federal government systems. Ensure timely and accurate data exchange to prevent delays in fund availability and maintain compliance with reporting requirements.
• Execute intricate technical processes to accurately upload federal aid documents into an internal software system, while conducting thorough and immediate reviews of rejected data to resolve discrepancies.
• Analyze complex data from federal aid applications. Resolve discrepancies and conflicting data to ensure student eligibility for federal aid programs.
• Evaluates and processes requests for dependency status changes due to homelessness, legal guardianship, foster care, ward of the court, orphan, emancipation, veteran status or unusual circumstances. Work with a committee to determine eligibility and assist with modifications to the student's financial aid application and/or award based on professional determination, policies, and/or guidelines.
• Regularly review and update institutional practices to ensure compliance with federal guidelines.
• Manage the Exit Counseling process for federal aid by identifying relevant student populations and issuing necessary notifications. Ensure compliance by notifying student borrowers within 30 days of their withdrawal or graduation to prevent potential state or federal audit findings due to delayed notifications.
• Review citizenship documentation and perform secondary confirmation on federal sites to verify eligibility for compliance with federal financial aid regulations.
• Assess students' eligibility for financial aid based on the Ability to Benefit (ATB) criteria when high school information is not provided on a financial aid application.
• Process the cancellation of federal aid for students who withdraw their admission. Ensure accurate adjustments to financial aid records keeping with compliance.
• Review students' Unusual Enrollment History (UEH) to identify patterns of enrollment and withdrawal that may affect federal aid eligibility. Analyze academic and financial aid records for compliance with federal regulations, determine eligibility, and communicate findings and necessary actions, including potential appeals, to students.
• Review reprocessed financial aid applications following updates from the Department of Education to ensure continued student eligibility and compliance with federal regulations. Withhold future aid until any eligibility issues are resolved with the student.
• Conduct quality assurance reviews of financial aid documents to ensure accuracy and compliance, preventing costly audit findings due to errors and non-compliance with federal retention policies.
• Conduct outreach to communicate with students regarding incomplete or missing financial aid data and/or documents.
• Verify Pell Grant eligibility when discrepancies exist between the financial aid application and internal records, such as conflicting information about the attainment of a bachelor's degree.
• Conduct skip tracing to verify and update contact information for students with incomplete or missing addresses, as requested by loan lenders, to help reduce default rates.
• Execute comprehensive needs analysis and apply the findings to complex forms requested by tribal nations, scholarship entities, or students, ensuring accurate and thorough documentation to secure external grants or scholarship funds.
• Comply with Department of Education fraud detection requirements by conducting manual reviews, verifying documentation, and coordinating with cross-departmental teams to ensure regulatory adherence.
• Provides counselling and guidance to students and families on complex federal regulations.
• Develops and provides training, information sessions, and presentations regarding federal aid programs to students, staff, and stakeholders.
• Participate in professional groups within the University and relevant state or regional organizations, as applicable.

Required Education and Experience:

• Bachelor's degree in any field
• Two (2) years of experience in financial aid or related field

Knowledge, Skills and Abilities:
• Have a working knowledge of federal rules and procedures, especially as they relate to the packaging of financial aid awards.
• Effective and efficient organizational skills and aptitude for detailed work.
• Demonstrates engaging and clear oral communication skills and effective interpersonal relationship skills.
• Effective multi-tasking skills, such as the ability to move between tasks and interruptions seamlessly.
• Ability to operate word processing, spreadsheet, and presentation application/software.
• Demonstrate ability to work independently with limited supervision.

Physical Requirements:

Ability to remain in a stationary position. Ability to operate a computer and other office equipment including but not limited to phone, printers, copiers, and calculators. Ability to communicate with others and accurately exchange information.