Financial Aid Program Specialist

Job Description

Job Description

Heidelberg University is seeking to hire a Financial Aid Program Specialist. The Financial Aid Program Specialist is responsible for the administration and processing of federal, state, institutional, private, and military financial aid programs. This position serves as a key member of the Financial Aid team and is responsible for FAFSA processing, federal and private loan administration, VA and military educational benefits, Perkins Loan liquidation activities, financial aid packing support, student counseling, and regulatory compliance. The Financial Aid Program Specialist 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. This position reports directly to the Director of Financial Aid.

Essential Duties and Responsibilities

Federal Processing and Eligibility Determination

• Import, review, and process Institutional Student Information Records (ISIRs) received through federal systems and institutional software platforms.
• Monitor daily federal data exchanges and ensure timely resolution of transmission errors, rejected records, comment codes, and conflicting information.
• Review and process FAFSA corrections, updates, and professional judgment adjustments as appropriate and in compliance with federal regulations.
• Evaluate student eligibility for federal financial aid programs and ensure accurate awarding and disbursement of funds (PELL, SEOG, Federal College Work Study, TEACH)
• Maintain accurate records and documentation in accordance with federal policies.
• Assist with federal reporting, reconciliation, audits, and program reviews as assigned.
• Monitor regulatory changes related to federal student aid programs and assist with implementation of process improvements and compliance updates.

Loan Administration, Counseling and Default Prevention

• Process Federal Direct Loans, including reviewing and importing loan originations, entrance counseling, and Master Promissory Notes.
• Certify, process, monitor, and disburse private educational loans in accordance with institutional and lender requirements using the ScholarNet system.
• Review, revise, and reconcile, federal and private loan records to ensure accuracy and compliance.
• Monitor loan eligibility and ensure timely loan disbursement to student accounts.
• Counsel student and families regarding borrowing options, loan eligibility, repayment obligations, and responsible borrowing practices.
• Respond to inquiries through in-person appointments, telephone, email and virtual meetings.
• Review student withdrawal activity and perform Return of Title IV (R2T4) calculations.
• Coordinate with the Registrar, Student Affairs, the Business Office and other campus offices to ensure timely and accurate processing of student withdrawals and federal aid adjustments.
• Conduct loan exit counseling for graduating, withdrawn, and less-than-half-time students.
• Review and respond to Borrower Defense claims.
• Serve as the primary administrator of the Perkins Loan liquidation activities using the UAS system.
• Participate in default prevention and loan management initiatives, including outreach to at-risk borrowers and implementation of strategies to reduce cohort default rates.

Veterans Affairs and Military Education Benefits

• Certify enrollment and report changes for students utilizing military related educational benefits.
• Maintain compliance with federal and state regulations governing military education benefits.
• Serve as primary contact for veterans, active-duty military personnel, reservists, National Guard members and eligible dependents.
• Coordinate benefit processing with appropriate federal and state agencies.
• Maintain records and reporting required for military-affiliated students.

Satisfactory Academic Progress (SAP)

• Review and evaluate student academic progress in accordance with institutional SAP policies and federal regulations.
• Process SAP evaluations and communicate results to students.
• Review SAP appeals and supporting documentation.
• Monitor academic plans and continued eligibility for students on warning, probation.
• Maintain accurate records and reporting related to SAP determinations.

Student Financial Aid Counseling

• Counsel prospective and current students and families regarding financial aid programs, borrowing options, repayment obligations, and financial literacy.
• Assist students in resolving financial aid issues and completing required documentation.
• Support enrollment and retention initiatives through proactive student 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 annual audits, program reviews, and compliance reporting.
• Maintain knowledge of current federal, state, and institutional regulations and implement operational changes as necessary to ensure compliance and effective service delivery.
• Participate in reconciliation activities and reporting requirements.

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

Educational and Professional Experience:

• Bachelor's Degree
• Three (3) to five (5) years of financial aid, higher education administration, or relevant experience
• 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.