Financial Aid Administrator
FINANCIAL AID ADMINISTRATOR
Southwestern College (SWC) is a small, consciousness-centered graduate school located in Santa Fe, New Mexico offering Master’s degree programs in Counseling and Art Therapy/Counseling with an enrollment of approximately 175 students.
REPORTS TO: Director of Enrollment Services
Plan, organize and supervise the Financial Aid department to administer federal, state, and institutional financial aid funds and services. This position is also responsible for advising prospective and current students on all aid programs offered at SWC as well as reviewing, analyzing, determining and awarding financial aid from all federal, institutional and external sources.
Operations and Oversight
- Develop, implement and revise policies and procedures to ensure compliance with federal and state laws, regulations and college policies related to financial aid and scholarships.
- Coordinate and manage all financial aid programs, ensuring compliance with all federal, state, and institutional financial aid regulations, policies, and procedures.
- Responsible for all aspects of the Federal Direct Unsubsidized Loan programs and Grad Plus Loans including verifying student eligibility, awarding, reviewing, processing and originating student loans.
- Coordinate student loan processing between students, federal government, and the institution. Oversee Title IV refunds and repayments, including U.S. Department of Education and National Student Loan Data System notifications. Coordinate Return of Title IV Funds processes.
- Coordinate, verify, track and bill non-institutional aid such as DVR, VA, Americorp and alternative lenders. Process and track scholarship funding students receive from sources outside of SWC.
- Coordinate official financial aid office communication with prospective and current students, including letters, emails, texts and phone calls. Maintain regular contact schedule to ensure all students have the information they need to complete the financial aid process.
- Maintain student financial aid files and records. Update database (Populi) with all needed student information. Oversee and coordinate the annual creation, updating, reviewing and storage of student files.
- Complete federal, state, and institutional reports including applications for federal funding and reports the expenditures of funds allocated, such as the FISAP.
- Coordinate internal reconciliation efforts and report to reviewing entities, such as auditors, program reviewers, and accreditation teams.
- Oversee and conduct the Satisfactory Academic Progress (SAP) tracking.
- Review and modify Cost of Attendance figures annually and file changes with the appropriate state and federal agencies.
- Develop, design, revise, and update all publications (website, college catalog, and other media) relating to financial aid, such as financial aid applications, forms used for tracking applications, correspondence, and brochures. Provide training and materials to SWC staff regarding the financial aid process.
- Supervise one Graduate Assistant who supports the financial aid office for 7-14 hours per week.
- Facilitate coordination and communication between respective college departments as they relate to the Financial Aid Office’s role in creating a positive educational experience for students. Integrate efforts to maximize Financial Aid’s role in recruiting and retention.
- Advise prospective and enrolled students on all aspects of the financial aid process. Counsel and advise students regarding financial needs and problems, and recommend financial aid opportunities, academic progress, eligibility and procedures. Provide guidance and information regarding policies and procedures to the public. Provide training, information and guidance to college staff regarding financial aid information and processes.
Bachelor’s degree and/or four years of experience in financial aid; or any satisfactory combination of experience and training which demonstrates the knowledge, skills and abilities to perform the above duties. Broad knowledge of federal financial aid programs and recordkeeping requirements. Detailed knowledge of federal graduate financial aid programs and federal regulations.
Knowledge of higher education processes, communication techniques and computer software. General knowledge of accounting practices, electronic financial aid processing and web-based computing. Able to communicate effectively verbally and in writing. Capacity for curiosity, systems design and accuracy with details. Ability to work independently, meet deadlines, and to work collaboratively.
Please send cover letter describing how your interest, education and experience qualifies you for this position and resume to Dru Phoenix, Director of Enrollment Services at firstname.lastname@example.org.