Job Description

 
FINANCIAL AID TECHNICAL SPECIALIST

Job ID: 1549

August 3, 2023

Department: Financial Aid

Employee Group: Meet and Confer Handbook

Schedule: Full Time, Non-Exempt

Compensation: $53,000 per year

Benefits: Full Time

Reports to: Associate Director of Financial Aid Operations

Posting Closes: August 17, 2023

SUMMARY

This position supports activities related to the effective and efficient delivery of student financial aid resources and services, including quality assurance, troubleshooting, and error resolution. Under general direction of the Associate Director of Financial Aid Operations, this individual will complete all the steps necessary to ensure that federal, state, and institutional financial aid is awarded, originated, and disbursed in a timely manner, and in compliance with federal and state regulations and institutional policies and procedures. Responsibilities include, but are not limited to, Return of Title IV Funds (R2T4) processes, loan awarding, clock hour awarding, State aid programs, and attendance monitoring. This role will also assist with other financial aid processes as needed (grant and loan awarding and disbursement activities, verification, etc.). Additionally, this position is responsible to track, resolve, and provide follow-up for financial aid-related questions and concerns. Finally, this role also supports financial aid student service functions including face-to-face meetings, orientations, financial aid presentations and workshops, phone calls, email, and text campaigns. Based on needs within the office, various
team members take the lead on certain programs, while all team members will have the ability to assist and back up the lead person.

ESSENTIAL FUNCTIONS

• Manage financial aid processes related to non-term clock hour programs, specifically financial aid awarding, refunds, satisfactory academic progress evaluation, and return of Title IV funds (R2T4) calculations.
• Responsible for the processing of return of Title IV funds (R2T4) for credit.
• hour programs, including post-withdrawal disbursements.
• Monitor and report any over awards that occur as a result of R2T4 processes to the Department of Education via the National Student Loan Data System (NSLDS).
• Monitor and coordinate student attendance tracking processes related to financial aid awarding and refund disbursements. This requires managing faculty communication plans, ensuring attendance records are submitted by determined deadlines, and coordinating financial aid adjustments associated with our attendance policy.
• Work in cooperation with the Student Financial Services Office to facilitate the list essential job functions refund disbursement process, ensuring that all aid eligibility criteria are met at the time of disbursement.
• Monitor student accounts related to repeated and developmental education coursework, and adjust student awards as needed.
• If chosen to be lead person on State programs, be responsible for all financial aid programs funded through the State of Michigans Student Scholarships and Grants Office and monitor recipients to ensure eligibility and compliance with state requirements. Be a lead contact between GRCC the State of Michigan, including SSG and other State departments and will also make sure SSG programs are awarded and administered in compliance with state requirements. Reconcile accounts with GRCC Finance, Student Financial Services, and the GRCC Foundation to facilitate billing processes. Programs include, but are not limited to, Futures for Frontliners, Michigan Reconnect, the Achievement Scholarship, Tuition Incentive Program (TIP), Michigan Competitive Scholarship (MCS), Michigan Nursing Scholarship (MNS), Fostering Futures Scholarship (FFS), Children of Veterans Tuition Grant (CVTG), and
  Gear UP.
• Ensure that GRCC technology is set up properly to both import and export data for reporting to MiSSG. This responsibility includes ensuring the accuracy of data processes that comply with State requirements so as to eliminate risk to the college that may result from non-compliance.
• Develop and implement processes for ensuring that students establish eligibility for Futures for Frontliners, Reconnect, and other State programs. This includes monitoring continuous enrollment, minimum GPA, coding students correctly in PeopleSoft, reporting the data to MiSSG, and reporting
  graduation data to MiSSG.
• Maintain systems and explore ways to improve systems so as to ensure accuracy in awarding.
• Develop workflows and initiate improvements with the GRCC Foundation for the accurate awarding of GRCC Foundation Scholarships, including, but not limited to, reporting to the Foundation regularly on the utilization of scholarships, identifying issues that prevent awarding, reporting any issues regarding student eligibility, assisting with data requests from the GRCC Foundation, and providing billing statements at least once per quarter and a final year end statement.
• Initiate programs that the outside resources are recorded correctly on student award accounts to ensure accurate awarding of other types of aid, including Federal and State grants and scholarships and student loans.
• Provide accurate interpretation of financial aid regulations, policy recommendations, and procedure documentation for the Financial Aid Office. This includes reviewing all updated guidance from the State and Federal governments (including but not limited to email communication, manuals, webinars and other resources) and making appropriate updates to GRCC documentation and processes.
• Assist with packaging of federal Direct and alternative student loans, certification of loan applications, loan origination, transmittal of electronic loan data files to external agencies, processing of entrance and exit counseling, ensuring loan applications are completed, and communication to borrowers.
• Process loan EFT files, facilitate disbursement, and return loan funds to lenders and servicers as needed.
• In cooperation with Student Records, complete requests for educational records submitted by students and appropriate agencies.
• Directly assist with any audits of financial aid programs, including the annual Single Audit and any State or Federal program reviews.
• Assist with monthly reconciliation of student loan disbursements and year end close out functions.
• Assist with the coordination of entrance and exit interview processes.
• Assist with all other financial aid awards, including packaging and repackaging of Pell, Federal Supplemental Educational Opportunity Grant (FSEOG), and Federal Work Study (FWS) awards. Use the National Student Loan Data System (NSLDS), Transfer Student Monitoring (TSM), and Financial Aid History (FAH) processes and tools to ensure accurate awarding. Use Federal and State systems to process financial aid, including NSLDS, COD, FAA Access, Mi- SSG, and other systems.
• Assist with file review, verification, special circumstances, and dependency override functions.
• Participate in the testing and implementation of new and modified financial aid functionality in the PeopleSoft Campus Wide Information System, in particular as it relates to non-term based programs, R2T4, over awards, attendance monitoring, and refund disbursements. Develop related policy and procedure documentation.
• Actively support and participate in the Student Service Excellence Model.
• Serve on various committees as appropriate for the work being performed. This may include participation on work groups with the State of Michigan. As appropriate serve as a liaison between GRCC and the State of Michigan and between GRCC and lender representatives.
• Attend professional development conferences, seminars, workshops, and webinars to stay abreast of current regulations, trends, and best practices in student financial aid.
• Participate in prospective, new, returning and departing student outreach initiatives, including orientation, financial literacy programming, financial aid presentations and workshops.
• Provide financial aid information and assistance to students in person, phone, text, chat, and email.
• Provide regular reports to GRCC leadership, including the weekly dashboards and ad hoc reports.
• Assist as appropriate with the awarding of GRCC Foundation scholarships and with monitoring third party resources process by Student Financial Services to ensure that aid is adjusted in compliance with appropriate regulations and guidelines.
• Regular attendance during normal scheduled hours is required. Being present is essential for serving customers and performing the essential functions of this position.
• Assist the Executive Director of Financial Aid, Associate Director of Financial Aid Operations, and Functional Analysts with special projects and other duties as assigned.
• This role is a Campus Security Authority (CSA). CSAs will be trained and responsible for reporting Clery Reportable Crimes to Campus Police as required by the Clery Act.

JOB SPECIFICATIONS
Education Credentials
● Bachelors Degree required.

 

Work Experience
● A minimum of 2-3 years of financial aid experience.
● A minimum of 2-3 years of experience utilizing financial aid-related web systems(such as SAIG, COD, NSLDS, FAA Access, Mi-SSG, etc.) preferred.
● Experience with higher education data systems, preferably PeopleSoft.
● Experience with State of Michigan aid programs preferred.
● Experience with student loan and grant processing preferred.
● Experience with Clock Hour awarding preferred.
● Experience with Return of Title IV Funds (R2T4) preferred

Skills
● A strong understanding of accounting principles, analytical skills, and statistical knowledge strongly preferred.
● A high level of attention to detail and working with complex processes.
● Demonstrated technology skills, including proficiency with MS Office products and financial aid web systems including the Student Aid Internet Gateway (SAIG), the Common Origination and Disbursement website (COD), National Student Loan Data System (NSLDS), and Financial Aid Administrator Access (FAA Access).
● Working knowledge of data systems related to higher education.
● Ability to speak Spanish preferred.

 

Physical Demands
● Ability to sit for prolonged periods of time.

 

Mental Demands
● Must demonstrate high levels of customer service and interpersonal skills, as well as strong attention to detail, organization, and problem-solving abilities.
● Ability to communicate effectively with a diverse student, staff, and business partner population and provide exceptional customer service.
● Ability to plan and work independently and as a team member.
● Ability to follow detailed processes.
● Must be punctual with a good attendance record.

 

Working Conditions
● GRCC will comply with any mandated health and safety requirements. Compliance information is available on our policies website.
● Ability to accommodate a flexible work schedule, which includes evenings and weekends as needed.
● Ability to handle multiple tasks simultaneously with a high level of accuracy.

METHOD OF APPLICATION
GRCC is only accepting online applications for this position at https://www.grcc.edu/jobs. Submit a cover letter and resume. The opportunity to apply for this position will close at the end of the day on the close date referenced at the top of this job posting. Individuals with diverse backgrounds are encouraged to apply. Grand Rapids Community College is an equal opportunity employer. Visa sponsorship is not available.

HIRING PROCESS
GRCC uses an Evidence Based Selection Process, where we make data driven hiring decisions to help mitigate bias throughout the hiring process. As part of this process, candidates will participate in assessments (cognitive and behavioral), reference checks and interviews.

 

 

NONDISCRIMINATION STATEMENT

Grand Rapids Community College creates an inclusive learning and working environment that recognizes the value and dignity of each person. It is the policy and practice of GRCC to provide equal educational and employment opportunities regardless of age, race, color, religion, marital status, sex/gender, pregnancy, sexual orientation, gender identity, gender expression, height, weight, national origin, disability, political affiliation, familial status, veteran status or genetics in all programs, activities, services, employment and advancement including admissions to, access to, treatment in, or compensation in employment as required by state and federal law. GRCC is committed to reviewing all aspects of GRCC programs, activities, services and employment,
including recruitment, selection, retention and promotion to identify and eliminate barriers in order to prevent discrimination on the basis of the listed protected characteristics. The college will not tolerate any form of retaliation against any person for bringing charges of discrimination or participating in an investigation. Further information may be obtained from the EEO Office or the Office of General Counsel, 143 Bostwick Avenue NE,
Grand Rapids, MI 49503-3295.

 

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