Administrator, Financial Aid Systems

Community College of Philadelphia; Philadelphia (Philadelphia County); On-site; USD 50,000 - 70,000; Full time

Benefits offered by this job

College-paid medical, dental, drug, life, and disability insurance

Tuition remission

403(b) retirement plan with 10% College contribution

Job summary

Community College of Philadelphia is seeking an Administrator for Financial Aid Systems to support day-to-day operations related to financial aid programs. The role requires expertise in financial aid processes and high-quality customer service to assist students and families.

Responsibilities include counseling students on aid eligibility, managing documentation, and overseeing compliance with regulations. A Bachelor's degree and two years of experience in financial aid are required. The position offers comprehensive benefits, including health insurance and flexible work arrangements.

Qualifications

• Two (2) years of full-time work experience in financial aid required.
• Ability to manage multiple, simultaneous priorities and meet deadlines.
• Experience working with people from culturally diverse and economic backgrounds.

Responsibilities

• Responsible for day-to-day support of various financial aid programs.
• Counsels students and parents on financial aid application processes.
• Tracks documentation received from students and maintains records.

Skills

Communication

Customer service

Financial aid regulations knowledge

Independent judgment

Team collaboration

Education

Bachelor’s degree from an accredited college or university

Tools

MS Word

MS Excel

Job description

Administrator, Financial Aid Systems

Requisition Number: SCA00903

General Description

The Administrator, Financial Aid Systems is responsible for the day-to-day support of office operations related to the administration of various financial aid programs and supports both the Manager of Financial Aid Services and Outreach, and Manager of Financial Aid Operations. In addition, this position coordinates the intake process for students who need financial aid counseling, provides expertise while assisting front counter staff in responding to students with questions related to financial aid, collaborates with the Student Tuition Assistance Office and various other offices to research and resolve financial aid payment problems, bookstore credits, holds and other matters affecting student aid. The Financial Aid Systems Administrator counsels students and parents on financial aid, and reviews, verifies and awards financial aid packages.

Specific Responsibilities

• Prepares required reports for the Office of Financial Aid, runs lists and labels on various cohorts of applicants, reviews and verifies financial aid applications, and awards financial aid funds.
• Functions as a \"power user\" for the Banner Financial Aid module; works collaboratively with the Systems Analyst to create/update office reporting and internal auditing needs; serves as a point of contact for troubleshooting operational issues reported by the Financial Aid staff and reviews and reconciles data exception reports.
• Tracks documentation received by students; maintains and updates the document imaging in BDMS and Dynamic Forms; assists with the technical and functional support of daily request processing using the document imaging and workflow systems; and tracks creates and merges files as appropriate.
• Responsible for creating, updating, and managing the Office of Financial Aid electronic forms, automated electronic communications, and the Office of Financial Aid website content.
• Assists the Manager, Financial Aid Services and Outreach with all electronic student-centered communications via email and text messaging (Mongoose/Cadence).
• Serves as the Office point of contact for oversight of customer service appointment systems (QLess).
• Responsible for oversight, compliance, and communications related to Satisfactory Academic Progress (SAP) to include Banner procedures; communicates aid eligibility outcomes to students for the next semester.
• Collaborates with the Counseling Department regarding student academic plans for student success, and assist the Appeals Committee with reviewing student requests for consideration of eligibility.
• Responsible for the administrative oversight of reviewing and evaluating academic transcripts to determine DOE Unusual Enrollment History (UEH) students regarding their aid eligibility; and communicating aid eligibility.
• Counsels and communicates with prospective students, continuing students, parents and families regarding the financial aid application process and eligibility for Federal and State aid; and assists them with the online process of completing a FAFSA application; as well as communicates results.
• Updates student’s aid in Banner, adds student loans to student’s aid package; and corresponds with the Coordinator, Student Loan Program, to ensure the student is receiving the appropriate amount requested.
• Verifies information in the Institutional Student Information Report (ISIR), and compares the information with the student’s or parent’s Federal tax return; as well as reviews and reconciles other reports as assigned.
• Collaborates with outside offices, researches and resolves financial aid payment problems, to include those identified by Student Tuition Services office and the Office of Student Records and Registration.
• Works with advisors and counselors to make recommendations to students who were dropped for poor scholarship; correspond with Records and Registration to resolve enrollment status issues; and ensure that the student has completed required testing.
• Conducts workshops and presentations for new and continuing students, to include online filing events.
• Adheres to FERPA regulations as they pertain to maintaining the security and confidentiality of all student records, as well as maintain the confidentiality of other documents on behalf of the work area and the College.
• Performs assigned duties in a manner consistent with the mission, goals and core values of the College, and participates in professional development activities as required.
• Maintains sensitivity, understanding, and respect for a diverse academic environment, inclusive of students, faculty, and staff of varying social, economic, cultural, ideological, and ethnic backgrounds.
• Delivers quality customer services to both internal and external constituents in a professional helpful and courteous manner.
• Other duties as assigned.

Minimum Qualifications

• Bachelor’s degree from an accredited college or university required.
• Two (2) years of full-time work experience in financial aid required.
• Excellent communication and interpersonal required.
• Knowledge of financial aid regulations required.
• Experience working with people from culturally diverse and economic backgrounds required.
• Ability to use independent judgment in making administrative/procedural decisions required.
• Ability to work independently or as a team member required.
• Ability to provide quality customer service required.
• Must be able to foster a positive and productive work environment, with ability to help lead and motivate staff, and model exceptional service to internal and external customers required.
• Ability to manage multiple, simultaneous priorities and meet deadlines required.
• Experience using MS Word and Excel, and Internet applications required.

Preferred Qualifications

• Experience working with Ellucian integrated third party communication and processing programs relating to student outreach and system processing (e.g.: phone/email automated outreach software and student appointment customers service products.) preferred.
• Experience interpreting a bargaining agreement and applying guidance in a collective bargaining environment is preferred.

Full‑time Faculty and Staff Benefits

• College-paid medical, dental, drug, life and disability insurance
• Tuition remission (for classes at the college)
• Forgivable tuition loan (for classes at any accredited academic institution)
• 403(b) retirement plan with 10% College contribution with employee contribution 5%
• Flexible spending accounts
• Paid vacation, holiday and personal time
• Partial remote work schedule for remote work eligible positions

Additional College Benefits

• Winter break: 1 week around the third week in December and New Years
• Spring Break: 1 week in March
• Summer Hours: 4-day work week (closed on Fridays) from the 2nd week in May through the 3rd week in August

Equal Opportunity Employer

Community College of Philadelphia is an equal opportunity employer and does not discriminate on the basis of race, sex, sexual orientation, gender identity, religion, color, national or ethnic origin, age, disability, status as a Vietnam Era Veteran or disabled veteran or any other status protected by law, in matters pertaining to employment.