What are the responsibilities and job description for the Financial Aid Specialist position at Bellevue University?
Primary Function: Advises students and implements use of Federal, State and University policies, rules and regulations regarding financial aid programs and processes financial aid applications in order to assist students applying for and receiving financial aid. Responsible for accurately packaging, awarding, and maintaining federal, state, institutional, and private financial aid for eligible students playing a critical operational function in ensuring regulatory compliance, data integrity, and timely delivery of financial aid to support student enrollment, persistence, and success. This role works collaboratively with Financial Aid Systems & Operations, Enrollment Management, Student Accounts, and IT to resolve issues, system exceptions, and student inquiries while maintaining a high standard of customer service.
Duties and Responsibilities:
- Ensure all packaging activities comply with Title IV, state, and institutional policies and procedures
- Review financial aid files for accuracy, completeness, and audit readiness
- Apply packaging philosophies, award rules, and priorities accurately within university system environments
- Support internal and external audits by providing documentation, reports, and data extracts as requested
- Maintain compliance with FERPA and institutional data security standards
- Validate aid eligibility using NESLS, ISIR data, enrollment status, and academic progress indicators
- Advises students and parents on debt management, credit worthiness and Federal, State and University guidelines regarding financial aid programs.
- Respond to student & staff inquiries related to financial aid awards, eligibility, and disbursement timelines
- Explain financial aid offers, award adjustments, and required actions clearly and professionally
- Collaborate with Student Accounts, Student Records, and Admissions/Advising to resolve enrollment, billing, and eligibility-related issues
- Evaluates unusual/mitigating circumstance documentation or information provided by the student, exercises judgment by making adjustment or revisions to costs, contribution, need or dependency status as exceptions to the prescribed process
- Use university systems to review student-submitted documentation, resolve checklists items, and support self-service functionality
- Identify, research, and resolve system errors, packaging exceptions, and data discrepancies within university systems
- Compiles and records statistical data and periodic reports
- Generate and analyze financial aid reports using Oracle queries, dashboards, and delivered reports
- Track packaging progress, exception rates, and unresolved items to meet institutional timelines and enrollment goals
- Document processes, procedures, and system changes related to packaging and awarding functions
- Identifies complex and controversial issues and direct them to the attention of the Financial Aid Director.
- Assists in drafting and/or developing of guidelines and procedures related to the processing and delivering of financial aid.
- Review current literature and attends professional meetings to keep current on Federal, state, and Institutional
- Perform batch and manual packaging, re-packaging, and recalculation as student data changes
- Assist with functional testing, validation, and implementation of financial aid system updates, configurations, and annual rollover processes
Marginal Duties and Responsibilities:
- Performs other duties as assigned.
- Attends one graduation ceremony per academic year.
Qualifications:
- High School Diploma or equivalent required, Associates Degree or 60 hours towards a Business, Finance, or related degree preferred
- Three (3) years’ experience in financial processing or related field with one (1) year direct experience in Financial Aid
- Advanced data entry skills required with the ability to input and access a variety of information Systems.
- Excellent attention to detail to find discrepancies in information.
- Intermediate arithmetic skills to solve problems and calculate financial awards and financial contracts.
- Must be detailed orientated, with the ability to ensure accurate and quality work within prescribed timeframe.
- Strong internal and external customer service skills required and ability to engage with upset students
- Strong written communications skills required with the ability to use correct grammar, spelling, punctuation, etc.
- Ability to work independently and as well as establish effective working relationships in a team environment.
- Commitment to quality and personal ethics to maintain a high level of confidentiality related to all duties and responsibilities.
- Proficiency in using computer software, databases, internet, spreadsheets and word-processing, experience with Oracle Campus Solutions (PeopleSoft CRM/ERP) and Oracle Student Financial Portal preferred.
- Requires the ability to maintain strict level of confidentiality in the handling of account and student information
- Knowledge of federal financial aid programs, including Pell Grant, Direct Loans, and SAP requirements
Working Conditions:
- Frequent use of phone and PC.
- Works in a normal or hybrid office environment.
- Extended hours may be required during peak processing cycles (e.g. aid year rollover, start of terms)
- Must maintain confidentiality and exercise sound judgement when handling sensitive student data
NOTE: The statements above are intended to describe the general nature and level of work involved for this job. It is not an exhaustive list of all responsibilities, duties and skills required of this job. This document does not create an employment contract, implied or otherwise, other than an “at will” relationship.
The Higher Education Opportunity Act requires institutions participating in federally funded financial aid programs to make information about the institution available to the public, current and prospective students, and current and prospective employees. The Bellevue University Consumer Information webpage, found at www.bellevue.edu/student-support/consumer-information/consumer-information, provides readily accessible information to help consumers make informed decisions about post-secondary education. Bellevue University’s Annual Security and Fire Safety Report (ASR), found at www.bellevue.edu/student-support/consumer-information/pdfs/annual-safety-report.pdf, provides information about campus crime statistics and institutional security policies and procedures as well as information about student housing fire statistics and fire safety policies. You can obtain a paper copy of these reports from the Bellevue Dean of Students office by calling 402-557-7028. In addition to this, Bellevue University is an Equal Opportunity Employer.