Coordinator of State Aid and Special Populations

Updated: 25 days ago
Location: Campus, ILLINOIS
Job Type: FullTime


The Coordinator of State Aid and Special Populations is responsible for taking a leadership role in working with the Ohio Department of Higher Education (ODHE) as well as various offices across campus to implement and maintain program policies and procedures specific to state financial aid and special student populations. The Coordinator is responsible for the administration (advising, awarding, reconciling, and reporting) of all the ODHE financial aid programs; including, but not limited to, Ohio College Opportunity Grant (OCOG), Ohio War Orphans (OWO), Ohio Safety Officers (OSO), Choose Ohio First (COF), GEAR UP, ODHE Second Chance Awards, and the Ohio Great Minds Fellowship. The Coordinator is also responsible for using professional judgement to verify, certify, and determine financial aid eligibility for special student populations; including but not limited to students participating in, education abroad, online courses (eCampus), DPT, OT, RAAM, Dietetics and Aviation Studies. The Coordinator assists with the development, implementation, and evaluation of policies and procedures for the Office of Student Financial Aid and Scholarships and contributes to the department’s strategic planning process. They report to the Assistant Director Packaging, Scholarships, and Fund Management and support the Enrollment Management division’s mission to recruit and retain students through the leveraging of student financial aid and scholarships.  

Essential Functions

Management/leadership necessary for the daily operations of the Ohio Department of Higher Education (ODHE) and other state grant programs.  Responsibilities include:

  • Serves as SFA special programs coordinator.
    • Serves as primary SFA liaison to BGSU Departments and College Offices that have academic programs requiring expenses above and beyond the standard COA components and/or have unique enrollment schedules. Programs include but not limited to education abroad, online courses (eCampus), DPT, OT, RAAM, Dietetics, Aviation Studies, and students enrolled in co-ops.
    • Routinely runs queries to identify students in populations that require special monitoring and manual updates to their financial aid account based on changes in enrollment and standing to ensure all TIV eligibility requirements are met.
    • Uses professional judgement to evaluate the need to increase individual student budgets (COA) based on appeals and review of supporting documentation.
  • Works collaboratively with others in Student Financial Aid and Scholarships, providing leadership and assistance as needed.
    • Maintains a comprehensive understanding of federal and state student financial aid laws and regulations as well as all SFA and University policies and procedures to ensure customers receive accurate, complete and up-to-date information.
    • Develops and presents training materials to department regarding pertinent/current state aid and special populations issues.  
    • Supports the division by providing representation at outreach events, enrollment events (i.e. University Orientation), and other programs
  • Routinely exercises sensitivity and professional judgement relative to confidential student and family financial matters.
    • Advise current and prospective students/families from all campus’, careers and special enrollment groups on the availability of financial aid applications, resources and options (approximately 80% of student pop.).
    • Educate financial aid recipients on the financial aid process, policies and regulations that may result in adverse decisions.  
    • Work closely with the Office of the Bursar on a daily-basis to resolve outstanding balances and minimize university collections and deregistration numbers.
  • Other duties as assigned

Minimum Qualifications

The following Degree is required:  

  • Bachelor's Degree. Degree must be conferred at time of application.

The following Experience is required: 

  • 2 years of program management experience in a customer service or administrative capacity that includes experience in identifying, analyzing, and processing detail-oriented data within a Higher Education Financial Aid or other Enrollment Management area.  

The following Experience is Preferred: 

  • 1 year supervisory experience preferred
  • 1 year experience using creative thinking, project planning, management skills/abilities necessary for administration, and/or oversight of special financial aid accounts preferred

The following Licensure, Certifications, or Registration is required:

  • Must have and maintain a valid driver’s license and comply with the University’s vehicle use policy.

Additional Information

Knowledge, Skills and Abilities:

  • Must understand the functions of an institution of higher education, including recruitment/ retention, academic and student affairs.
  • Must maintain an extensive working knowledge of Scholarship and Financial Aid policies and business procedures/practices as well as maintain a reasonable understanding of selected policies, procedures and practices from offices that interact most closely with the Office of Student Financial Aid and Scholarships.
  • Must maintain an in-depth knowledge of federal, state and other agency laws and regulations that govern student financial aid programs.  
  • Must have a substantial level of computer literacy and be familiar with database applications including but not limited to: Microsoft products (Excel, Word, Outlook), PeopleSoft/CSS, HEI, an ability to learn and adopt other technologies and comfort level to use computer database, word processing, spreadsheet program and web-based applications.
  • Must maintain confidentiality of information as required by federal law.
  • Must have excellent analytical and problem-solving skills. Ability to define problems, collect data, establish facts, and draw valid conclusions.
  • Must have strong organizational skills with the ability to handle multiple projects concurrently.
  • Must have ability to work in an environment that is detail-oriented, deadline-driven and utilizes  excellent time and stress management skills.
  • Must have strong oral and written communication skills.
  • Must have effective interpersonal, leadership and consensus building skills.
  • Must be able to work in a team environment while also being able to work independently based on tasks.
  • Must have ability to interact professionally with diverse individuals including students, faculty, staff, alumni, and representatives of external agencies.
  • Must be motivated and willing to make decisions that will positively affect recruitment and retention.

Deadline to apply:  The search committee will review applications until the position is filled; however, for best consideration, applications should be provided by ‘ December 12, 2023’.   
Position Schedule:  Full-time position is a flexible/hybrid work schedule

Bowling Green State University is an Affirmative Action/Equal Opportunity Educator and Employer . We are committed to a multicultural environment and strongly encourage applications from women, minorities, veterans and persons with disabilities. In compliance with the ADA Amendments Act (ADAAA), if you have a disability and would like to request an accommodation in order to apply for a position with Bowling Green State University, please call 419-372-8421 or email [email protected] .

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