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Key Responsibilities and Required Skills for a Financial Aid Assistant

💰 $42,000 - $58,000

EducationAdministrationFinanceCustomer Service

🎯 Role Definition

Are you passionate about helping students achieve their educational dreams? We're looking for a dedicated and compassionate Financial Aid Assistant to join our dynamic Student Financial Services team. In this pivotal role, you will be the first point of contact for students and families navigating the complexities of financial aid. You'll provide crucial administrative and advisory support, ensuring a smooth, compliant, and positive experience from application to graduation. This isn't just an administrative job; it's an opportunity to remove financial barriers and empower students to pursue their future. If you excel at customer service, have a keen eye for detail, and thrive in a collaborative environment, we want to hear from you.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Administrative Assistant or Office Coordinator
  • Customer Service Representative (especially in banking or finance)
  • Admissions Assistant or Enrollment Services Clerk

Advancement To:

  • Financial Aid Counselor / Advisor
  • Senior Financial Aid Counselor
  • Assistant Director of Financial Aid

Lateral Moves:

  • Student Accounts Representative or Bursar's Office Associate
  • Academic Advisor
  • Admissions Counselor

Core Responsibilities

Primary Functions

  • Serve as the primary point of contact for students, parents, and the public, providing exceptional customer service and guidance on all aspects of the financial aid process via phone, email, and in-person meetings.
  • Expertly counsel prospective and current students on the availability of financial aid programs, including federal grants, state grants, student loans, work-study, and institutional scholarships.
  • Meticulously review and process Free Application for Federal Student Aid (FAFSA) applications, identifying and resolving any conflicting information or errors to ensure accuracy.
  • Manage the federal verification process by collecting, reviewing, and verifying required documentation, such as tax transcripts and household information, in compliance with federal regulations.
  • Accurately input, update, and maintain student data and financial aid records within the student information system (e.g., Banner, PeopleSoft, Colleague).
  • Assist in the "packaging" of financial aid awards, which involves combining different types of aid into a comprehensive package to meet a student's financial need.
  • Conduct entrance and exit loan counseling sessions for student borrowers, clearly explaining their rights, responsibilities, and repayment obligations.
  • Proactively communicate with students regarding missing documents, application status updates, and important deadlines to ensure timely processing of their aid.
  • Maintain a comprehensive and up-to-date understanding of federal (Title IV), state, and institutional financial aid regulations, policies, and procedures.
  • Provide clear and empathetic explanations of financial aid award letters, helping families understand their costs, aid eligibility, and payment options.
  • Collaborate closely with other campus departments, including Admissions, the Registrar's Office, and the Bursar's Office, to resolve student issues and ensure a seamless student experience.
  • Process and track Satisfactory Academic Progress (SAP) appeals, providing guidance to students who are at risk of losing their aid eligibility.
  • Uphold the highest standards of confidentiality and integrity when handling sensitive student financial and personal information, in accordance with FERPA.
  • Assist in the administration and awarding of institutional and private scholarships, ensuring funds are disbursed according to donor criteria and institutional policy.

Secondary Functions

  • Support the coordination of financial aid workshops, orientation sessions, and outreach events for prospective and current students.
  • Assist with the reconciliation of federal and state financial aid funds to ensure program integrity and accurate accounting.
  • Help prepare materials and documentation for internal and external audits of financial aid programs.
  • Participate in ongoing professional development and training to stay current with the ever-changing landscape of financial aid regulations and best practices.
  • Contribute to the development and updating of office forms, website content, and student-facing communication materials to improve clarity and efficiency.
  • Generate and review routine reports from the student information system to track application progress, disbursement status, and other key metrics.
  • Manage the scanning, indexing, and digital filing of student documents to maintain organized and accessible records.
  • Provide general administrative support to the Financial Aid office, including managing correspondence, scheduling appointments, and ordering supplies as needed.

Required Skills & Competencies

Hard Skills (Technical)

  • Federal Aid Proficiency: Deep understanding of federal Title IV regulations, FAFSA processing, and the verification lifecycle.
  • Student Information Systems (SIS): Experience using student information systems like Banner, PeopleSoft, Colleague, or a similar platform for data entry and retrieval.
  • Microsoft Office Suite: Strong proficiency in Microsoft Excel for tracking and basic calculations, as well as Word and Outlook for communication and documentation.
  • Data Entry Accuracy: Exceptional speed and accuracy in data entry with a proven ability to handle large volumes of information without error.
  • Financial Acumen: Basic understanding of accounting principles and the ability to perform financial calculations accurately.
  • Reporting: Ability to run and interpret standard reports from financial aid management systems.

Soft Skills

  • Exceptional Communication: Ability to clearly and compassionately explain complex financial information to a diverse audience, both verbally and in writing.
  • Customer Service Excellence: A genuine desire to help people, coupled with patience, empathy, and a professional demeanor, even in stressful situations.
  • Meticulous Attention to Detail: A sharp eye for detail to ensure accuracy in applications, calculations, and compliance with strict regulations.
  • Problem-Solving: The ability to proactively identify issues, analyze complex situations, research solutions, and make sound judgments.
  • Organizational & Time Management: Superior ability to manage multiple tasks, prioritize effectively, and meet strict, non-negotiable deadlines in a fast-paced environment.
  • Confidentiality & Discretion: Absolute commitment to maintaining the confidentiality and privacy of sensitive student and family information (FERPA).
  • Adaptability: Flexibility to adapt to frequent changes in federal regulations, institutional policies, and office procedures.

Education & Experience

Educational Background

Minimum Education:

  • Associate's Degree or a High School Diploma with 2-3 years of directly relevant experience.

Preferred Education:

  • Bachelor's Degree

Relevant Fields of Study:

  • Business Administration
  • Finance or Accounting
  • Communications
  • Higher Education Administration

Experience Requirements

Typical Experience Range: 1-3 years of experience in a financial aid office, student services, banking, or a related administrative role requiring high attention to detail and customer interaction.

Preferred: Direct experience working in a college or university financial aid office is highly desirable. Bilingual abilities (e.g., Spanish) are a significant plus.

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