Financial Aid Operations Specialist

Financial Aid Operations Specialist

The Financial Aid Operations Specialist supports the technical and processing functions of the Financial Aid Office. This role requires a high level of professional knowledge and judgement in interpreting and applying complex financial aid regulations, maintaining compliance, and enhancing workflow efficiency. The specialist is responsible for managing application processing, data integrity, award calculation, and regulatory compliance in student systems. In addition, the position serves as the School Certifying Official (SCO) for veteran and military education benefits. The Operations Specialist works independently to ensure that financial aid and veteran benefit programs are administered accurately, efficiently, and in accordance with federal, state, and institutional requirements.

Characteristic Duties and Responsibilities (include, but not limited to)

ESSENTIAL DUTIES AND RESPONSIBILITIES This position description should not be interpreted as all inclusive. It is intended to identify the major responsibilities and requirements of the job. The incumbents may be requested to perform job-related responsibilities and tasks other than those stated on this description.

1. Import and review FAFSA/ISIR data; make determinations to process corrections, resolve mismatches, and ensure student eligibility.
2. Responsible for awarding Federal Direct Subsidized, Unsubsidized, PLUS loans, Private Loans, external scholarships, Federal Work Study, and State Funded Grants.
3. Monitor and evaluate satisfactory academic progress (SAP) statuses in the system and process approved SAP appeals according to federal regulations.
4. Determine Professional Judgements (PJ) to adjust student aid index (SAI) awards for students encountering changes to their financial aid plans during the academic year.
5. Serve as School Certifying Official (SCO) for VA education benefits; certify enrollments using Enrollment Manager and ensure compliance.
6. Coordinate processing of veteran and military benefits with Financial Accounting Office and Registrar.
7. Reconcile Title IV disbursements and assist with federal and state reporting including COD and NSLDS updates.
8. Monitor and recommend changes to financial aid processes due to updated Federal Regulations.
9. Maintain system configurations for aid year rollovers, cost of attendance budgets, packaging rules, and fund setup.
10. Collaborate with IT and Financial Account Services to resolve data issues and ensure system integrity.
11. Assist in audits, process documentation, and staff training related to financial aid operations and compliance.
12. Design and execute effective communication strategies to students supporting completion of financial aid files.
13. Plan and execute outreach events, orientations, and financial aid workshops on campus and in the community.

Minimum Qualifications

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES:

• Proficiency with financial aid management systems (Banner preferred), federal processing tools, and VA certification platforms.
• Strong analytical and problem-solving skills with high attention to detail and accuracy.
• Interpret complex information and make evaluative determinations and recommendations
• Ability to work independently and collaboratively to meet deadlines and maintain compliance.
• Excellent written and verbal communication skills and ability to support varying student populations.

EDUCATIONAL AND EXPERIENCE REQUIREMENTS:

• Bachelor's degree or equivalent combination of education and experience.
• At least two (2) years of experience in financial aid, student services, or systems/data processing in higher education reflecting advanced knowledge in the field of financial aid.

Supplemental Information

The Financial Aid Operations Specialist supports the Financial Aid Office and is available to start on or before August 17, 2026.

Salary Salary is determined based on relevant experience and review of internal equity. Hours Hours are generally Monday through Friday 8:00 a.m. to 4:30 p.m. Application Materials All applicants both (internal and external) must attach the following to the completed online application for consideration, applications that do not have the required attachments may not be considered. 1. Resume 2. Cover letter Interviews Selected candidates will be invited to an in-person, on-campus interview on Monday, July 20th.

Internal team members are encouraged to grow their careers at WCTC! To be eligible to apply for a new role, employees must be in their current position for at least six (6) months.

WCTC offers a wide range of outstanding benefits. Benefits include, but not limited to:

• Competitive compensation
• Comprehensive Benefits Package including health, dental, vision, life, long-term disability, supplemental life, flex spending accounts, and much more
• Generous time off and holiday schedule
• Eligibility in the Wisconsin Retirement System (ETF)
• Opportunities for professional growth and development (including tuition reimbursement, tuition waiver)
• Well-being activities to support personal and professional well-being
• Collaborative and supportive team environment

Candidates must be legally authorized to work in the United States on a permanent basis. Verification of employment eligibility will be required at the time of hire. Visa sponsorship is not available.

Waukesha County Technical College