What are the responsibilities and job description for the Financial Aid Associate position at Chippewa Valley Technical College?
Overview and Responsibilities:
Required Knowledge, Skills and Abilities:
In evaluating candidates for this position, the College may consider a combination of education, training, and experience which provides the necessary knowledge, skills and abilities to perform duties of position.
CVTC reserves the right to limit applicant consideration from specific geographic regions when differences in state-level policies, laws, or regulatory frameworks present conflicts with institutional standards and/or fiduciary responsibilities. This practice supports compliance, operational integrity, and alignment with the College’s strategic objectives.
The College is seeking to attract diverse instructors and staff who can inspire our increasingly diverse student population. We believe every member on our team enriches our diversity by exposing us to a broad range of ways to understand and engage with the world, identify challenges, and to discover, design, and deliver solutions. We value the ability to serve students from a broad range of cultural heritages, socioeconomic backgrounds, genders, abilities, and orientations. Therefore, we seek applicants who demonstrate they understand the benefits of diversity in a higher education community. Consideration will be given to equity-minded individuals committed to collaborating with faculty, staff, administration, students, and community partners who are also committed to closing equity gaps.
Benefits Summary:
The Financial Aid Associate is responsible for administrative and technical support related to student financial aid. This position assists with the processing of financial aid applications, maintaining accurate student records and ensuring timely communication with students and families.
Responsibilities:
- Answer student, faculty, staff, and outside agencies/third-party questions and respond accordingly.
- Provide financial aid consumer information to students, families, high schools, and agencies.
- Meet with students, parents and/or staff to resolve and interpret complex individual financial aid issues.
- Monitor disbursement of Pell Grants and Direct Loans via Banner and the Common Origination & Disbursement (COD) website.
- Load new financial aid applications and corrections from the Department of Education.
- Resolve conflicts identified in the Banner suspense process and run processes to load records.
- Run Banner, Cognos and Appworx processes that group records, identify and post tracking requirements and send student communication.
- Load Department of Education entrance counseling, Master Promissory Note (MPN) and loan result records daily.
- Assist with default prevention processes.
- Assist in processing loan records and create loan applications for Parent Plus loans with the Department of Education.
- Assist in processing alternative loan certification requests.
- Monitor and resolve any rejected loans and resend them to the Department of Education.
- Recalculate financial aid awards for students and adjust awards as necessary.
- Assist with processing financial aid correspondence and data entry updates as required.
- Set up Banner population selections and complete budget adjustments for enrollment changes prior to disbursement of Direct Loans and Pell; per term.
- Update Banner information from daily reports (no shows, attribution, budget adjustments, audit (AX) registration, transfer monitor process, and any other critical processing).
- Assist with processing verification requirements for students in accordance with the Department of Education.
- Assist with Satisfactory Academic Progress and communication processes after end of term.
- Assist with Satisfactory Academic Progress appeals throughout the semester and gather appropriate documentation and track all appeals in SAP database.
- Assist with the Study Abroad program and meet with students regarding their award.
- Complete Division of Vocational Rehabilitation (DVR) Training Grant Forms and maintain release of information.
- Complete National Service Trust/Americorp payment request vouchers as authorized Representative.
- Provide coverage for Financial Aid Office staff and other areas as needed.
- Represent CVTC’s Financial Aid office at Wisconsin Technical College System, professional association meetings, CVTC student functions/events, and conferences as needed.
- Enforce FERPA regulations, CVTC and Wisconsin Technical College System (WTCS) board policy for all of the above.
- Perform other duties as assigned.
Required Knowledge, Skills and Abilities:
- Ability to handle multiple tasks and responsibilities in a detail-oriented and high stress environment.
- Ability to work independently and as a team member and work nonstandard hours as necessary.
- Ability to learn and adhere to College policies and procedures.
- Ability to keep accurate records and develop and maintain detailed reports.
- Ability to model integrity through self-awareness, personal accountability, ethical behavior, quality standards, and sustainable practices.
- Ability to think critically by applying problem solving practices, acquiring relevant information, using technology and other resources appropriately, and evaluating alternatives.
- Ability to communicate effectively by speaking and writing clearly, concisely, and professionally; practicing active listening; reading critically and adapting communication for audience.
- Ability to recognize personal biases, adapt to different cultural situations, and demonstrate a commitment to respectful interactions with persons of various ethnic, cultural, socio-economic, or educational backgrounds.
- Intermediate knowledge of and skills with technology including software programs for communication, data collection, and decision making including, but not limited to, Office 365 Suite. Advanced proficiency with Excel and Access.
- Minimum of an associate’s degree in a business-related field
- Minimum of two years of experience in a customer service or professional office setting
- Minimum of two years of experience working with Federal financial aid in a customer service environment including integrated databases
- Ellucian/Banner database experience preferred
- Financial aid experience within the Wisconsin Technical College System preferred
In evaluating candidates for this position, the College may consider a combination of education, training, and experience which provides the necessary knowledge, skills and abilities to perform duties of position.
CVTC reserves the right to limit applicant consideration from specific geographic regions when differences in state-level policies, laws, or regulatory frameworks present conflicts with institutional standards and/or fiduciary responsibilities. This practice supports compliance, operational integrity, and alignment with the College’s strategic objectives.
The College is seeking to attract diverse instructors and staff who can inspire our increasingly diverse student population. We believe every member on our team enriches our diversity by exposing us to a broad range of ways to understand and engage with the world, identify challenges, and to discover, design, and deliver solutions. We value the ability to serve students from a broad range of cultural heritages, socioeconomic backgrounds, genders, abilities, and orientations. Therefore, we seek applicants who demonstrate they understand the benefits of diversity in a higher education community. Consideration will be given to equity-minded individuals committed to collaborating with faculty, staff, administration, students, and community partners who are also committed to closing equity gaps.
Benefits Summary:
2026 annual benefits include:
- 3 – 4 weeks of paid vacation time based on years of service
- 11 paid holidays
- Paid winter break - varies each year based on academic calendar and, at a minimum, includes days between Christmas and New Year’s holidays (some exceptions may apply for essential workers)
- Paid summer break - the week of July 4th.
- 4 paid personal days
- 3 weeks (15 days) paid sick time annually for absences due to illness, injury, or doctor and dentist appointments of the employee, dependent children, spouse, or parents of the employee or spouse; cumulative to 135 days (1,080 hours)
- Paid bereavement time
- Paid volunteer time
- Tuition reimbursement up to $2,500 annually (eligibility requirements apply)
- Health insurance for employee, spouse, and dependents with attached Health Savings Account (HSA); CVTC contributes $3,400 annually for a family plan or $1,700 annually for a single plan to your HSA
- Wellness incentive of up to $600 for employees enrolled in CVTC’s health insurance
- $2,500 cash-payment in lieu of CVTC health insurance coverage for employees who have credible coverage through another source
- Dental insurance for employee, spouse, and dependents
- Vision insurance for employee, spouse, and dependents
- Life and long-term disability insurance premiums paid by CVTC
- Wisconsin Retirement System (WRS), CVTC matches 7.2%, vested at 5 years of credible service
- 403(b) tax deferred annuity program
- 457(b) deferred compensation plan
- Section 125 flexible spending accounts
- Employee Assistance Program (EAP)
- Professional development
- Certified Gold Level Family Friendly Workplace (FFW)
- Access to expansive collection of college and public library resources for personal and professional use
- Free or low-cost services offered by CVTC program students, such as computer repair, automotive repair, Shear Inspiration Salon and Spa, aesthetician services and 620 West restaurant and culinary pop ups
Benefits begin on the first date of employment (i.e., there is no waiting period).
CVTC does not discriminate on the basis of race, color, national origin, sex, disability, or age in its programs and activities. The following person has been designated to handle inquiries regarding the college's non-discrimination policies: Tam Burgau, Vice President of Talent & Culture, 620 W. Clairemont Avenue, Eau Claire, WI 54701, 715-833-6334, WI Relay: 711
Salary : $1,700 - $3,400