Financial Aid Specialist Senior *Internal Applicants Only*

Central Oregon Community College, United States

Updated: 18 days ago
Location: Bend, TEXAS
Deadline: ;

Position Details
Position Information


Position Title Financial Aid Specialist Senior *Internal Applicants Only*
Classification Title Classified
Grade Level 18
Starting Wage/Salary $22.78 - $23.70/hr plus exceptional benefits
Close Date 04/14/2024
Position Type/Employee Class Classified
FTE 1.0
Contract Months 12.0
Overtime Eligible Non-Exempt
Location Bend
Hybrid Remote Work Eligible? No
Exceptional COCC Benefits Summary


CLICK HERE TO VIEW BENEFITS & PERKS
Primary Purpose
The Financial Specialist Senior is responsible to serve as a primary resource for financial aid information to potential students, current students, faculty and staff. Service is provided in-person at the Financial Aid counter, on the Financial Aid department phone line and via email. Handle referrals from Enrollment Services personnel for difficult and technical financial aid questions. Resolve problems for students and staff. Process student files including document tracking, award revisions, and funds disbursement.
Essential Duties and Responsibilities
Communications and Office Coordinator
  • Maintain the Financial Aid Web site including Banner Web pages.
  • Design and update all financial aid forms, letters, and publications annually. Maintain a department calendar of all activities, deadlines and mailings.
  • Coordinate ordering of all publications from outside agencies, and from Centralized Processing at COCC.
  • Manage the voice mail system for the department. Manage paper files, keeping the office in compliance with federal retention schedules.
  • Order all supplies for the office and assist Director in monitoring the department budget.


Work-Study Coordinator
  • Serve as Federal Work-Study program coordinator for the College.
  • Maintain a current and comprehensive knowledge of Federal Work-Study program laws, regulations, practices and requirements.
  • Monitor fund balances, and balance payroll system with Financial Aid system for work-study accounts.
  • Manage all Banner file processing for work-study system.
  • Work with Career Center coordinator to ensure that all records are maintained properly, in particular, monitoring work-study contracts and percentage of community service, reading and math jobs, as required to meet requirements for continued funding.

Post-Withdrawal Disbursement Specialist
  • On the third Monday of the term, runs a report, which identifies students who have dropped or changed all classes from credit to audit before disbursement.
  • Calculates financial aid due for ‘earned’ original charges and notifies the student.

General Duties
  • Answer student’s questions, provide personal financial aid information and materials to walk-in visitors and students.
  • Provide financial aid information to callers on department phone line. Forward information for follow-up by other staff members if necessary.
  • Monitor department email inquiries, track and respond to all messages in a timely manner. Forward information for follow-up by other staff members if necessary.
  • Manage the voice mail system, including frequent changing of messages and coordination with ITS to take advantage of all features of the phone system.
  • Use the following software packages and associated skills to maintain the department web pages: HTML, FrontPage, Adobe Acrobat, Publisher and Banner WebTailor.
  • Assemble and maintain information for a department calendar for the 18-month Financial Aid cycle. Include federal deadlines, state deadlines and school deadlines. Work with Director to ensure that the department stays on schedule for each aid year.
  • Ensure timely ordering of proper quantities of all financial aid publications, other internally designed materials and general office supplies. Manage receipt, storage and payment for all of these.
  • Design process, with Assistant Director, for ensuring proper retention of archived material, and compliance with federal guidelines for retention. Ensure timely destruction of outdated materials.
  • Meet monthly with Director to review department budgets.
  • Read, understand and apply current federal laws, regulations and rules as they affect the awarding and disbursement of federal work study funds.
  • Reconcile work study fund in a timely and accurate manner. Report status monthly to Director.
  • Interview and hire Financial Aid department work study employees; assign duties, schedule work times and monitor performance.
  • Document procedures used for managing the functions described above.
  • Perform other duties and projects as they pertain to the overall objective of the position.
  • Analyze and recommend improvements and program changes necessary for quality customer service and regulation compliance.
  • Communicate in groups or individually, program information to potential students, current students, faculty and staff.
  • Counsel and advise students on the process and procedure of applying for financial aid.
Department Specific
Knowledge, Skills, and Abilities
Individuals must possess these knowledge, skills and abilities or be able to explain and demonstrate that the individual can perform the duties and responsibilities of the job, with or without reasonable accommodation, using some other combination of skills and abilities. The individual is expected to follow College work rules and policies.
  • As needed, be familiar with internal department processes so that if necessary can serve as backup personnel for processing student files.
  • Ability to handle production projects, problem research and file processing while dealing with continual interruptions from counter traffic and phone calls.
  • Ability to use good listening skills to communicate with students in response to a variety of questions i.e., Satisfactory Academic Policy, reasons for financial aid not being ready, amount available to borrow, ramifications of dropping classes, etc.
  • Ability to determine timelines for format/design, production and mailing of large volumes of letters to students.
  • Ability to understand and effectively use administrative software system (Banner) to accomplish job functions.
  • Ability to work well in teams and with customers.
  • Ability to understand and use software to create work applications and reports.
  • Ability to work accurately and in detail.
  • Ability to stay current with financial aid regulatory changes by monitoring professional websites and attending seminars as required.
  • Must be able to use a fax machine, photocopier, personal computer, multi-line telephone, folding machine, and shredder.
  • Must be able to communicate effectively, both orally and in writing, using the English language with or without the use of an interpreter.
  • Must be able to demonstrate essential job functions outlined above.
  • Ability to work cooperatively with and contribute to a diverse workplace through ideas or experience.
Ergonomic Requirements
Working hours are regular, per the established work schedule. Work is performed in an ordinary office, mostly sitting. While performing the duties of this position, the employee is required to function effectively indoors in an office environment engaged in work of primarily a sedentary nature with the ability to sit or stand at workstation for extended periods. The employee is regularly required to sit, use hands and fingers, handle or feel objects, tools or controls, reach with hands and arms and requires near visual acuity to write, read written materials and computer screens, and sufficient hearing and speech ability for ordinary telephonic conversations. Occasional lifting under ten pounds for 15 percent of the time. Computer screen is used more than 75 percent of the time. All individuals are required to be able to perform the essential functions with or without reasonable accommodation. Some lifting of boxes up to 20 pounds.
Minimum Requirements
Education
  • Associates degree or equivalent.


Experience
  • Three years’ experience in financial aid or high volume, service-oriented environment providing customer service.
Equivalency Statement
The College recognizes the value of skills and knowledge gained outside of formal higher education and paid employment. Applicants who do not meet minimum qualifications but present other qualifications or experience equivalent to those required will be considered and are encouraged to apply. To qualify under equivalency, applicants must indicate how they qualify under equivalency by responding to the supplemental question presented during the application process.
Preferred Qualifications
Education:
  • Bachelor’s degree.


Experience:
  • Experience with Ellucian Banner software.
  • Experience working in community colleges, school districts, or public entities.
EEO Statement
The goal of Central Oregon Community College is to provide an atmosphere that encourages our faculty, staff and students to realize their full potential. In support of this goal, it is the policy of Central Oregon Community College that there will be no discrimination or harassment on the basis of age, disability, sex, marital status, national origin, ethnicity, color, race, religion, sexual orientation, gender identity, genetic information, citizenship status, veteran or military status, pregnancy or any other classes protected under federal and state statutes in any education program, activities or employment. Persons with questions about this statement should contact Human Resources at 541.383.7216 or the Vice President for Student Affairs at 541.383.7211.
This policy covers nondiscrimination in both employment and access to educational opportunities. When brought to the attention of the appropriate parties, any such actions will be promptly and equitably responded to according to the process outlined in general procedures sections N-1, N-2, or N-3.
In support of COCC’s EEO statement, bilingual fluency in English and Spanish is considered a plus, along with experience working in a diverse multicultural setting.

Similar Positions