Assistant Director of Financial Aid

Transylvania University; Lexington (KY); Hybrid; USD 65,000 - 85,000; Full time

Job summary

Transylvania University is seeking an Assistant Director of Financial Aid to manage VA benefits, private loans, and state/federal aid for undergraduate students. The role supports annual aid cycles, packaging, and document management, while ensuring accuracy and FERPA compliance.

The position requires strong attention to detail and collaboration with Admissions, Student Accounts, and Registrar, with occasional evening/weekend hours during peak processing periods. A Bachelor’s degree is required.

Qualifications

• Bachelor's degree from an accredited institution.
• Experience in financial aid, student financial services, or related field.
• Working knowledge of financial aid principles, regulations, and processes.
• Strong attention to detail and accuracy across multiple tasks.
• Strong organizational and time-management skills under deadlines.
• Ability to interpret policies and apply them to individual student circumstances.
• Strong written and verbal communication skills.
• Commitment to providing excellent service to students and families.
• Ability to work independently and collaboratively in a team.
• Maintain confidentiality of student information (FERPA).

Responsibilities

• Package financial aid for new and returning students in accordance with federal, state, institutional, and University policies
• Review and update student housing status and adjust aid accordingly
• Award outside scholarships and evaluate impact of additional resources on aid
• Administer and award VA educational benefits for eligible students
• Coordinate VA benefits with other forms of financial aid
• Certify and process private loan applications and ensure eligibility within cost of attendance limits
• Utilize COD system to monitor and assist with federal loan processing
• Review federal loan records to ensure required steps are completed before disbursement
• Identify and resolve outstanding federal loan requirements or discrepancies
• Assist students with loan exit counseling requirements
• Administer state grant programs and ensure accurate and timely awards
• Monitor eligibility for state aid and adjust awards as needed
• Complete required reporting and reconciliation of state funds
• Maintain organized physical and electronic financial aid files
• Protect confidentiality of student financial information under FERPA
• Assist students with questions and ensure timely, accurate responses
• Guide students on aid requirements, documentation, and package changes
• Collaborate with Director and staff to complete annual processing cycles
• Work with Admissions, Student Accounts, Registrar, and other offices to resolve issues
• Maintain knowledge of applicable aid policies and procedures
• Perform other duties related to financial aid administration

Skills

Financial aid knowledge

Attention to detail

Organizational skills

Communication skills

Team collaboration

Confidentiality

Education

Bachelor's degree

Tools

PowerFAIDS

Ellucian

Slate

Job description

The Assistant Director of Financial Aid plays an integral role in the administration and delivery of federal, state, institutional, and private financial aid programs at Transylvania University. Working under the direction of the Director of Financial Aid, this position is responsible for managing assigned financial aid programs and processes while ensuring students receive accurate, timely, and compliant financial aid assistance.

The Assistant Director works directly with students and families throughout the financial aid process and contributes to the successful execution of annual financial aid cycles for both new and returning students. This position has primary responsibility for the administration of Veterans Affairs (VA) educational benefits, alternative/private loans, outside scholarships, state grant programs, and assigned federal loan processes.

The Assistant Director also supports the overall operations of the Financial Aid Office through financial aid packaging, file and document management, federal loan processing, and coordination with other University offices. The position requires strong attention to detail, sound judgment, and the ability to evaluate how changes to a student's enrollment, housing, or other financial resources affect overall financial aid eligibility.

Essential Duties and Responsibilities

• Package financial aid for new and returning students in accordance with federal, state, institutional, and University policies

• Review and update student housing status and make appropriate adjustments to financial aid eligibility and awards

• Award outside scholarships and evaluate the impact of additional financial resources on existing federal, state, and institutional financial aid

• Administer and award Veterans Affairs (VA) educational benefits for eligible students in accordance with applicable requirements and University procedures

• Serve as a resource for students and families regarding the coordination of VA educational benefits with other forms of financial aid

• Certify and process alternative/private loan applications and ensure loan amounts are within applicable student eligibility and cost of attendance limits

• Utilize the U.S. Department of Education's Common Origination and Disbursement (COD) system to monitor and assist with federal student loan processing

• Review federal loan records to help ensure students have completed applicable loan requirements prior to disbursement

• Identify and assist in resolving outstanding federal loan requirements or discrepancies

• Assist students with federal student loan exit counseling requirements and provide guidance regarding completion of required processes

• Administer assigned state grant programs and ensure eligible students are awarded accurately and timely

• Monitor student eligibility for state financial aid programs and make necessary award adjustments

• Complete required reporting and reconciliation of state grant funds

• Maintain accurate and organized physical and electronic financial aid files in accordance with institutional policies and applicable record-retention requirements

• Protect the confidentiality and security of student financial information in accordance with FERPA and University policies

• Support efforts to maintain consistent and efficient electronic document and file-management processes

• Counsel students and families regarding financial aid eligibility, awards, loan requirements, and financial aid processes

• Respond to student and family questions in a timely, accurate, and professional manner

• Assist students in understanding financial aid requirements, outstanding documentation, and changes to their financial aid packages

• Collaborate with the Director and other Financial Aid staff to ensure timely completion of annual processing cycles and office priorities

• As a member of the Enrollment Management team, work collaboratively with other University offices, including Admissions, Student Accounts/Billing, Registrar, and other campus partners, to resolve student financial aid issues

• Maintain current knowledge of federal, state, institutional, and University financial aid policies and procedures

• Perform other duties related to the administration of financial aid as assigned

Required Qualifications

• Bachelor's degree from an accredited institution

• Experience in financial aid, student financial services, higher education, or a related field

• Working knowledge of financial aid principles, regulations, and processes

• Strong attention to detail and ability to maintain accuracy while managing multiple responsibilities

• Strong organizational and time-management skills with the ability to prioritize work under established deadlines

• Ability to interpret policies and apply them consistently to individual student circumstances

• Strong written and verbal communication skills

• Demonstrated commitment to providing excellent service to students and families

• Ability to work both independently and collaboratively in a team environment

• Ability to maintain confidentiality and handle sensitive student and financial information with professionalism

Preferred Qualifications

• Four or more years of experience in financial aid administration or a related higher education setting

• Experience administering federal, state, institutional, or private financial aid programs

• Experience with Veterans Affairs educational benefits

• Experience with alternative/private education loan certification

• Experience with state grant administration, reporting, or reconciliation

• Experience using the U.S. Department of Education's COD system

• Experience with financial aid systems such as PowerFAIDS, Ellucian, Technolutions Slate or similar student information systems

• Experience at a small, private, tuition-driven institution

Working Conditions and Physical Requirements

• Standard office environment with extended screen time

• Regular interaction with students, families, University staff, and external agencies

• Occasional evening or weekend hours during peak processing periods, enrollment events, or other University activities

• Hybrid work arrangements may be available in accordance with University policy and at the discretion of supervisor