Position Snapshot
| Detail | Information |
|---|---|
| Organization | Financial Aid Operations Department (institution name not stated in the posting) |
| Location | Not specified in the posting (United States; occasional travel may be required) |
| Position Type | Full-Time |
| Reports To | Senior Associate Director, Financial Aid Operations |
| Salary Range | $68,000 – $80,000 per year |
| Posted | October 29, 2026 |
| Application Deadline | Not specified (open until filled) |
| Work Schedule | 37.5 hours/week, Monday–Friday, 8:30 a.m.–4:30 p.m.; flexibility required for evenings/weekends during peak periods |
Role Overview
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.
Key Responsibilities
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 staff.
- Process assigned financial aid applications and supporting documentation; organize reports to identify clinical start dates, loan certification eligibility, and outstanding requirements.
- Retrieve federal loan histories for counselor review and provide administrative support for daily operations.
Systems and Process Improvement
- Manage and maintain Banner Financial Aid systems and processes, including system updates, patches, testing, and staff training; support data integrity and internal controls.
- Extract and organize data from financial aid systems; develop database queries and selection sets; automate routine processes and reporting.
- Develop and update operational policies, procedure manuals, and workflows; support new initiatives and identify efficiency improvements.
Financial Aid Processing, Compliance, and Reporting
- Review leave of absence and withdrawal requests and process associated financial aid updates; review and support resolution of C-flags.
- Review Banner letter output and compliance reports; identify discrepancies and communicate findings to the Financial Aid Operations team.
- Certify private education loans as assigned, verifying student eligibility, enrollment information, and certification amounts.
- Gather, compile, maintain, and analyze data for financial aid records and reports; verify accuracy and completeness.
- Identify compliance vulnerabilities and operational risks; work with leadership on corrective action plans.
Audit Support and Departmental Coordination
- Support internal and external enrollment and financial aid audits by retrieving files, organizing documentation, and verifying accuracy.
- Coordinate with Admissions, Registrar, Bursar, Clinical Education Operations, and other departments to resolve issues and align processes.
Routine Operational Tasks and Controls
- Review suspense file output, investigate unmatched/incomplete records, and update records.
- Review FAFSA records with outstanding issues, coordinate authorized corrections, and track follow-up.
- Confirm scheduled UC4 processes have run successfully; report failures/discrepancies.
- Process federal loan returns and private loan disbursements/returns per requirements.
- Review file extracts for accuracy; investigate discrepancies and coordinate corrections.
- Assist with the Clinical Loan Upload Template process and reconcile clinical disbursement data.
Other Duties
- Provide coverage for core financial aid functions as needed.
- Perform other related duties and special projects assigned by the Financial Aid Leadership Team.
Qualifications
Required
- 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 (complex formulas, macros, report development).
- Strong analytical, quantitative, technical, and problem-solving skills, with emphasis on compliance, automation, and data accuracy.
- Technical proficiency with Banner Financial Aid; familiarity with Microsoft 365, NSLDS, and COD.
- Excellent written and verbal communication, interpersonal, and active listening skills.
- Strong organization, time management, and attention to detail; ability to prioritize multiple responsibilities in a high-volume environment.
- Sound judgment, professionalism, integrity, and discretion handling sensitive information.
Preferred
- Master’s degree.
- Advanced knowledge of U.S. Title IV financial aid regulations and programs.
How to Apply
Application Link
Additional Notes for Applicants
- Work Environment: Professional office setting with frequent computer use; ability to concentrate in a fast-paced environment.
- Travel: Occasional travel may be required to support key initiatives, admissions events, and other student-facing activities.
- Salary: The anticipated range is $68,000–$80,000 per year; final salary may vary based on job-related knowledge, skills, experience, location, and education.
- Disclaimer: The job description is not intended to be all-inclusive; the position may perform other related duties to meet ongoing departmental and institutional needs.
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