Financial Aid Operations Specialist

Department: Financial Aid Operations

Reports to: Senior Associate Director, Financial Aid Operations

Position Summary

The Financial Aid Operations Specialist supports the daily operations, systems, reporting, and compliance activities of the financial aid office while providing accurate, timely, and courteous assistance to students and staff. The position maintains Banner Financial Aid processes, supports application processing and eligibility review, certifies private loans, and develops efficient workflows consistent with federal, state, and institutional requirements. Working closely with Admissions, Registrar, Bursar, and Clinical Education Operations, the Specialist helps maintain accurate records, supports audits, and promotes a positive student experience with sensitivity to students’ financial concerns.

Essential Functions

Student Support and Daily Operations

· Monitor and manage financial aid email inboxes; respond to student inquiries by phone and email, provide guidance on application requirements, and coordinate follow-up with appropriate staff.

· Process assigned financial aid applications and supporting documentation; organize reports to identify clinical start dates, eligibility for loan certification, and outstanding requirements.

· Retrieve federal loan histories for counselor review and provide administrative support for daily financial aid operations.

Systems and Process Improvement

· Manage and maintain Banner Financial Aid systems and processes, including coordination of system updates, patches, testing, and staff training; support data integrity and effective internal controls.

· Extract and organize data from financial aid systems; identify required data elements, develop database queries and selection sets, and automate routine processes and reporting.

· Develop and update operational policies, procedure manuals, and workflows in collaboration with leadership; support new institutional initiatives and identify opportunities to improve efficiency and service.

Financial Aid Processing Compliance and Reporting

· Review leave of absence and withdrawal requests and process associated financial aid updates in accordance with federal and institutional requirements; review and support resolution of financial aid C-flags.

· Review Banner letter output and compliance reports, identify discrepancies and outstanding requirements, and communicate findings and follow-up needs to the Financial Aid Operations team.

· Certify private education loans as assigned, verifying student eligibility, enrollment information, and certification amounts in accordance with lender and institutional requirements.

· Gather, compile, maintain, and analyze data for financial aid records and reports; verify accuracy and completeness of supporting documentation.

· Identify compliance vulnerabilities and operational risks; work with leadership to develop and implement corrective action plans and strengthen compliance practices.

Audit Support and Departmental Coordination

· Support internal and external enrollment and financial aid audits by retrieving files, organizing documentation, reviewing records, and verifying accuracy before submission.

· Coordinate with Admissions, Registrar, Bursar, Clinical Education Operations, and other University departments to resolve issues and align financial aid processes, systems, and reporting.

Routine Operational Tasks and Controls

· Review suspense file output, investigate unmatched or incomplete records, and update records as appropriate.

In collaboration with the Financial Aid team:

· Review FAFSA records with outstanding issues, coordinate authorized corrections, and track follow-up through resolution.

· Confirm that scheduled UC4 processes have run successfully; report failures or discrepancies and coordinate follow-up.

· Process federal loan returns and private loan disbursements and returns in accordance with applicable requirements and established procedures.

· Review file extracts for accuracy and completeness, investigate discrepancies, and coordinate corrections.

· Assist with the Clinical Loan Upload Template process and compare clinical disbursement data to identify and resolve discrepancies.

Other Duties

· Provide coverage for core financial aid functions as needed to maintain uninterrupted service to students and staff.

· Perform other related duties and special projects assigned by the Financial Aid Leadership Team.

This description is not intended to be all-inclusive. The position may perform other related duties to meet the ongoing needs of the department and institution.

Knowledge Skills and Abilities

· Strong analytical, quantitative, technical, and problem-solving skills, with an emphasis on compliance, automation, and data accuracy.

· Advanced Microsoft Excel skills, including complex formulas, macros, and report development; technical proficiency with Banner Financial Aid and familiarity with Microsoft 365, NSLDS, and COD.

· Excellent written and verbal communication, interpersonal, and active listening skills; ability to explain financial aid requirements clearly and work with colleagues at all levels.

· Strong organization, time management, and attention to detail; ability to prioritize multiple responsibilities and work independently and collaboratively in a high-volume environment.

· Sound judgment, professionalism, integrity, and discretion when handling sensitive information; commitment to respectful student service and continuous improvement.

Qualifications

· Bachelor’s degree required; master’s degree preferred.

· Minimum of five years of progressive experience in financial aid or process improvement.

· Advanced Microsoft Excel skills required.

· Advanced knowledge of U.S. Title IV financial aid regulations and programs preferred.

Work Environment Hours and Travel

· Professional office setting with frequent use of computers and office equipment; ability to concentrate in a fast-paced environment.

· Typical work week is 37.5 hours, Monday through Friday, 8:30 a.m. to 4:30 p.m. Flexibility is required for evening and weekend work during peak periods and to accommodate students in different time zones.

· Occasional travel may be required to support key initiatives, admissions events, and other student-facing activities.

The anticipated salary range for this position is $68,000 - $80,000 per year. The final salary offered may vary and will be determined based on factors such as job-related knowledge, skills, experience, location, and education of the successful candidate. This information is provided per local law.