Prison Program Operations Specialist

Job Description

Job Description

Wilmington College is a career-oriented liberal arts institution founded by and closely affiliated with the Religious Society of Friends (Quakers). Our main campus is located in southern, Ohio. We encourage you to review our website ( and learn about our history, what we are doing today and how we are preparing for tomorrow.

This is a full-time, 12-month administrative position that is responsible for providing in person comprehensive financial aid navigation and admissions and enrollment support to incarcerated Wilmington College students in Lebanon Correctional Institution (LeCI), Warren Correctional Institution (WCI), and Dayton Correctional Institution (DCI). 

The Operations Specialist assists Wilmington College PEP staff members and students with admissions applications, registrations, FAFSA applications, and onsite financial aid management. Travel to the Wilmington College campus is also required because this position is a key liaison between the PEP sites and the main campus. 

The nature of the work is technical and requires an ability to interpret and work in accordance with federal, state, college, and Ohio Department of Rehabilitation and Corrections (ODRC) policies, procedures, and regulations, including FERPA privacy regulations, and to coordinate work between the Wilmington College Financial Aid and Enrollment and Admissions Offices. This position reports directly to the PEP Program Manager; however, the position requires extensive work, support, and training from the Financial Aid and Enrollment and Admissions Offices. This position also works closely with other PEP team members. 

This position is responsible for handling sensitive information and applications for financial aid programs and enrollment processes, offering technical support to students, and resolving eligibility issues related to academic progress, identity verification, and income or tax matters. A strong understanding of student eligibility regulations and the ability to assist with the completion of federal (FAFSA) applications are essential. Some evening and weekend hours are required to assist with site and program supervision.

Primary Responsibilities

Responsibilities include, but are not limited to:

Financial Aid Management and Compliance (60%)

• Serving as primary liaison to the Wilmington College main campus, Lebanon Correctional Institution, Warren Correctional Institution, and Dayton Correctional Institution for financial aid students, maintaining strong working relationships with ODRC staff, and Wilmington College PEP team members
• Assisting students (individually and in groups) as directed by the Assistant Director of Financial Aid with the completion of the Free Application for Federal Student Aid (FAFSA) and other financial aid documents for PEP students at LeCI, WCI, and DCI
• Offering comprehensive and accurate technical support onsite to students and the PEP team and resolving complex eligibility issues, including guidance on FAFSA application corrections and updates
• Working with the Wilmington College Financial Aid Office to assist students with completing documentation of citizenship and identity verification, and tax verification to complete FAFSA corrections, including retrieving appropriate financial aid documentation from students’ family members, spouses, guardians, or others
• Working with the Financial Aid staff and directors to resolve student issues, complaints, and exceptions for unusual circumstances as allowed by federal and state regulations for Pell Grant-related incarcerated student activities
• Collaborating with Financial Aid and Enrollment Directors and/or their designees to develop and implement procedures based on program changes and regulatory updates
• Assisting with the notification of Satisfactory Academic Progress (SAP) and process for students who failed to meet SAP standards 
• Notifying students when they are on financial aid probation or warning and, when necessary, working with academic advisors to create an academic plan to return to good standing
• Maintaining a comprehensive understanding of eligibility requirements for all aid programs administered by the Wilmington College Financial Aid Office, including assisting students with the financial aid appeal process
• Training and advising PEP staff on managing sensitive financial aid files (such as FAFSAs), as well as on fulfilling requests for financial aid documents and observing all privacy and FERPA rules and regulations

• Ensuring that all financial aid materials are transferred in a timely manner to the Financial Aid Office on the main campus and that student financial aid documents, including additional requests for information, are delivered to the students at each site. 
• Conducting data analysis as directed by the PEP Manager and Assistant Director of Financial Aid

Enrollment Services Support (30%)

* Developing a thorough understanding of the degree programs offered at the correctional sites and the registration and record-keeping processes and procedures

• Supporting Site Coordinators onsite with the admissions and registration process and ensuring students understand established policies and procedures concerning their college records
• Planning and participating in information and orientation sessions under the guidance of the PEP Program Manager and the main campus Enrollment and Admissions Office
• Supporting Site Coordinators onsite with readmitting students to the programs in the corrections sites
• Coordinating with Site Coordinators to assist students with completing their files based on required documentation, including collecting permissions for requesting official transcripts from previously attended colleges
• Assisting Site Coordinators with vetting prospective students and officially documenting eligibility status for new and readmitted students (i.e., verification of high school diploma or GED from ODRC DOTS system, etc.)
• Ensuring that all admission and registration materials, including permissions to request transcripts for prior college work, are transferred in a timely manner to the main campus Enrollment and Admissions Office
• Working with the PEP Manager and site coordinators to recruit students to Wilmington College in a more systematic manner.

Other Support (10%)

• Participating in the development of specific program standards, and helping identify areas in need of development and financial aid and admissions training for Site Coordinators and other PEP team members
• Attending staff, conference, and training meetings to maintain current knowledge of financial aid regulations, corrections education, best practices, and institutional procedures
• Assisting with planning special events in the correctional sites
• Working with the PEP Academic Coordinator, Site Coordinators, Financial Aid Office, Enrollment Office, and other relevant personnel to create the academic and administrative calendar for PEP each year
• Assisting with site supervision needs when necessary, including during evening hours
• Supporting and assisting with special projects and events that benefit incarcerated students
• Working with the PEP Area Coordinator and Financial Aid and Enrollment Offices to update the PEP catalog, student handbook, and faculty/adjunct handbook each year as appropriate
• Performing other duties as assigned to support the mission of Wilmington College’s Prison Education Program

Minimum Qualifications include: 

• Bachelor’s degree is required. Any field is acceptable, but fields such as Business, Math, Finance, Accounting, or Criminal Justice are particularly desirable
• Strong skills and experience with MS Teams, Excel, Outlook, Word, PowerPoint, and different databases
• Must be a process-oriented individual and have exceptional record-keeping skills

• Ability to manage data and report and interpret financial aid information
• Professional communication skills, good judgment, and high ethical standards
• Ability to work on multiple tasks simultaneously while providing great attention to detail and meeting deadlines
• Ability to exercise collaborative skills in the unique and complex environment of a correctional facility

• Strong customer service orientation, creativity, and problem-solving skills
• Commitment to higher education opportunities for incarcerated individuals. 
• Ability to work varied schedules each week, including weekends and evenings
• Must have a valid U.S driver’s license and a reliable car for travel between the various locations
• Finalization of the hiring contract will be contingent upon receiving clearance to enter ODRC facilities and access necessary files/databases in those facilities for program administration

To Apply

To apply, submit a letter of interest, current resume, and the names and contact information of at least three professional references.

Wilmington College is an equal opportunity employer and will not discriminate unlawfully in employment matters on the basis of race, religion, gender, color, ancestry, national origin, age, and disability, or any other category protected by law.

Wilmington College conducts background investigations including criminal, work history and credential confirmation on all employees as a condition of continued employment. Must be able to provide documentation for proof of eligibility to work in the United States.

Review of applications will begin immediately and remain open until the position is filled.