What are the responsibilities and job description for the Financial Aid Administrative Specialist position at Western Carolina University?
The primary location of this position is on-site in Cullowhee, NC.
The Financial Aid Administrative Specialist position in the Financial Aid Office serves as a critical operational backbone for the office’s daily functions and student services. This role is primarily responsible for processing, organizing, and managing financial aid documentation through university systems including Banner, OnBase, and Dynamic Forms, ensuring that student files are complete, compliant with verification policies, and readily accessible to financial aid counselors and other authorized personnel.
The position coordinates the flow of incoming and outgoing communications, maintains document imaging and archival systems, and provides technical troubleshooting and system administration support to ensure seamless operation of office technology platforms.
Additionally, the role includes supervision of Work-Study student employees, procurement and financial oversight through the Catamart purchasing system, and collaborative support across campus departments to facilitate timely financial aid assistance.
Working within strict FERPA compliance guidelines and maintaining confidentiality of sensitive student information, this position enables the Financial Aid Office to deliver efficient, accurate, and responsive service to students while supporting the office’s counselors and leadership in their core advising and policy implementation duties.
Must be eligible to work in the United States without sponsorship.
The Financial Aid Administrative Specialist position in the Financial Aid Office serves as a critical operational backbone for the office’s daily functions and student services. This role is primarily responsible for processing, organizing, and managing financial aid documentation through university systems including Banner, OnBase, and Dynamic Forms, ensuring that student files are complete, compliant with verification policies, and readily accessible to financial aid counselors and other authorized personnel.
The position coordinates the flow of incoming and outgoing communications, maintains document imaging and archival systems, and provides technical troubleshooting and system administration support to ensure seamless operation of office technology platforms.
Additionally, the role includes supervision of Work-Study student employees, procurement and financial oversight through the Catamart purchasing system, and collaborative support across campus departments to facilitate timely financial aid assistance.
Working within strict FERPA compliance guidelines and maintaining confidentiality of sensitive student information, this position enables the Financial Aid Office to deliver efficient, accurate, and responsive service to students while supporting the office’s counselors and leadership in their core advising and policy implementation duties.
Must be eligible to work in the United States without sponsorship.
Knowledge, Skills, & Abilities Required for this Position
- Knowledge of financial aid policies and Banner system to process and update student records accurately
- Proficiency with document management systems (OnBase, Dynamic Forms, Microsoft Office) and ability to troubleshoot technical issues
- Knowledge of FERPA and strong communication skills to maintain confidentiality and assist students and staff professionally
- Organizational and supervisory skills to manage multiple tasks, deadlines, and Work-Study student employees
Minimum Qualifications
Some state job postings say you can qualify by an ‘equivalent combination of education and experience.’ If that language appears below, then you may qualify through EITHER years of education OR years of directly related experience, OR a combination of both.
High school diploma or equivalency and one year of related office experience; or equivalent combination of training and experience.
High school diploma or equivalency and one year of related office experience; or equivalent combination of training and experience.
Anticipated Hiring Range
$41,241
Position Type
Permanent Full-Time
Number of Hours per Week
40
Number of Months per Year
12
Salary Band Range
$34,602 - $58,870
Salary Grade
For administrative purposes during the implementation of Career Banding this journey level posiiton is considered a Salary Grade 61.
Posting Text
Open Date
04/09/2026
Close Date
04/23/2026
Open Until Filled
No
Special Instructions to Applicants
Applicants must apply online in order to be considered. Please include a cover letter, resume, and a list of references (with complete contact information).
PLEASE COMPLETE ALL AREAS OF THE APPLICATION. INCOMPLETE APPLICATIONS MAY NOT BE GIVEN CONSIDERATION IN THE REVIEW PROCESS.
Applicants must upload a DD-214 if claiming Veteran’s Preference.
If no applicants apply, who meet the required Knowledge, Skills, Abilities/Competencies and Training and Experience requirements, then management may consider other applicants.
All new hires into positions subject to the State Human Resources Act (SHRA) will serve a 12 month probationary period as defined by the North Carolina Office of State Human Resources (OSHR).
PLEASE COMPLETE ALL AREAS OF THE APPLICATION. INCOMPLETE APPLICATIONS MAY NOT BE GIVEN CONSIDERATION IN THE REVIEW PROCESS.
Applicants must upload a DD-214 if claiming Veteran’s Preference.
If no applicants apply, who meet the required Knowledge, Skills, Abilities/Competencies and Training and Experience requirements, then management may consider other applicants.
All new hires into positions subject to the State Human Resources Act (SHRA) will serve a 12 month probationary period as defined by the North Carolina Office of State Human Resources (OSHR).
Background/E-Verify
Final candidates are subject to criminal & sex offender background checks. Some vacancies also require credit or motor vehicle checks.
Western Carolina University uses E-Verify to confirm employment eligibility of all newly hired employees. To learn more about E-Verify, including your rights and responsibilities, please visit www.dhs.gov/E-Verify. Proper documentation of identity and employability are required at the time of employment.
Western Carolina University uses E-Verify to confirm employment eligibility of all newly hired employees. To learn more about E-Verify, including your rights and responsibilities, please visit www.dhs.gov/E-Verify. Proper documentation of identity and employability are required at the time of employment.
Credential Verification
All new employees are required to have listed credentials/degrees verified within 30 days of employment. All new employees who will be teaching are required to provide official transcripts within 30 days of employment. Transcripts should be provided for the highest earned degree and/or the degree which is being used to satisfy credential/qualification requirements.
EOE
Western Carolina University is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race; color; ethnicity; religion; sex; pregnancy; sexual orientation; gender identity or expression; national origin; age; disability; genetic information; political affiliation; National Guard or veteran status, consistent with applicable federal, state and local laws, regulations, and policies, and the policies of The University of North Carolina. Persons with disabilities requiring accommodations in the application and interview process please call (828) 227-7218 or email at jobs@email.wcu.edu.
University Safety
The Western Carolina University Annual Safety Report is available online at University Annual Safety Report or in hard-copy by request at the office of the Vice Chancellor for Student Affairs, 227 HFR Administration Building, Cullowhee, NC 28723 (828-227-7147) or the Office of University Police, 111 Camp Annex, Cullowhee, NC 28723 (828-227-7301). The report, required of all universities participating in Title IV student financial aid programs, discusses crime statistics, procedures for reporting suspicious or criminal activity, security, police authority, crime prevention strategies, university policies on substance abuse and sexual offenses, workplace violence and fire safety.
Salary : $34,602 - $58,870