Financial Aid Advisor I

University of Louisville; United States; On-site; USD 25,000 - 33,000; Full time

Job summary

The University of Louisville is seeking a Financial Aid Advisor to support the FOSM team with scholarship processing and student service. You will help ensure that scholarship information and payments are recorded accurately and processed promptly.

Responsibilities include outside scholarship intake, tracking, posting, reconciliation, and routine reporting. You will respond to inquiries, maintain organized records, and escalate complex issues to supervisors while supporting data quality and

Qualifications

• Bachelor's degree or equivalent combination of education and experience.
• Experience in financial aid or scholarships is preferred.
• Strong attention to detail and data accuracy.
• Excellent customer service and communication skills.

Responsibilities

• Outside Scholarship Intake and Tracking: review notices and match awards to records.
• Outside Scholarship Payment Processing: coordinate payments and post to terms.
• Outside Scholarship Award Coordination: review info and resolve discrepancies.
• Student and Scholarship Provider Service: respond to inquiries and document contacts.
• Reconciliation and Data Quality Support: identify missing payments and produce reports.

Skills

Customer service

Administrative support

Payment processing

Records management

Financial aid knowledge

Education

Bachelor's degree or equivalent

Tools

PeopleSoft Campus Solutions

Excel

Workday Finance

Job description

Department:

Location:

Belknap Campus Time Type:

Full time

Worker Type:

Regular Job Req ID:

R109663 Minimum Requirements:

Bachelors degree in a related field or an equivalent combination of education and experience. Grade 3 (Hourly) Position Description:

The Financial Aid Advisor at the University of Louisville provides student service and day-to-day scholarship processing support within the Fiscal, Operational, and Scholarship Management (FOSM) team. A primary focus is the intake, tracking, posting, and reconciliation support for outside scholarships awarded by organizations outside the university. The position helps ensure that scholarship information and payments are recorded accurately, processed promptly, and coordinated with students' other financial aid.

Under the direction of the Coordinator and with program guidance from the Assistant Director, the Advisor follows established procedures to review documentation, enter and adjust awards, respond to inquiries, prepare routine reports, and resolve standard processing discrepancies. The position supports the team's scholarship, state aid, fiscal, and communications activities and refers exceptions, complex eligibility questions, and policy decisions to the appropriate supervisor. Training and ongoing guidance support the development of financial aid knowledge and processing skills.

Essential Duties and Responsibilities

• Outside Scholarship Intake and Tracking. Receive and review outside scholarship notices, award letters, checks, and related documentation. Match awards to student records; record award amounts, payment status, scholarship provider instructions, and applicable terms; request missing information; and maintain organized records of pending and completed awards.
• Outside Scholarship Payment Processing. Coordinate receipt and routing of outside scholarship payments with the Bursar and other responsible offices. Enter awards and distribute funds across terms according to provider instructions and established procedures. Track anticipated and received payments, follow-up on outstanding items, and assist with returned payments or refunds as directed.
• Outside Scholarship Award Coordination. Review outside scholarship information alongside existing aid using established checklists and system reports. Process routine award updates within assigned authority, identify potential duplicate awards or conflicting information, and refer potential over awards, eligibility exceptions, and unclear provider restrictions for supervisory review.
• Student and Scholarship Provider Service. Serve as a routine contact for students, families, and outside scholarship providers regarding submission requirements, payment status, and processing timelines. Explain established procedures, provide timely follow-up, and document contacts. Share student information only through approved procedures and refer requests requiring additional authorization.
• Scholarship and State Aid Support. Assist with assigned institutional, departmental, and state aid processing. Review required documentation, enter or adjust awards, and complete routine eligibility checks under established guidelines. Work with team members and campus partners to resolve standard discrepancies and route complex issues to the Coordinator or Assistant Director.
• Reconciliation and Data Quality Support. Compare scholarship records, payment information, and system reports to identify missing payments, duplicate entries, incorrect amounts, and other discrepancies. Prepare routine reports and supporting documentation, complete assigned reconciliation tasks, and assist with corrections under supervisory guidance.
• Communications and Workflow Queues. Monitor assigned email accounts and service queues; receive, route, and process forms and requests; issue approved communications; and maintain accurate case notes and records. Organize work by established priorities and deadlines and bring unresolved or aging items to the supervisor's attention.
• Systems and Fiscal Support. Use PeopleSoft Campus Solutions, Excel, approved queries, and other office systems to process transactions and monitor assigned work. Assist with routine fiscal records, account documentation, and reporting, including Workday Finance tasks as assigned and trained. Follow established controls for data entry and record retention.
• General Advising and Team Support. Provide basic guidance on application and eligibility requirements for federal, state, private, and institutional aid using approved resources. Participate in training and cross-training, identify recurring processing issues, suggest practical improvements, and provide administrative and peak-period support. Perform other related duties as assigned.

Preferred Qualifications

• Two years of related work experience.
• Experience in customer service, administrative support, payment processing, or records management.
• Familiarity with financial aid or scholarship programs, including outside scholarships.
• Expe