Manager, Student Financial Aid

University of Louisville; United States; On-site; USD 75,000 - 110,000; Full time

Job summary

University of Louisville is seeking a Manager of Student Financial Aid to lead the FOSM team within the Student Financial Aid Office. The role oversees scholarship and state aid programs, coordinates fiscal operations, and ensures accurate awarding and disbursement of student aid.

You will translate program requirements into documented procedures, manage staff, review eligibility, and collaborate with campus partners and state agencies to maintain data accuracy and fiscal accountability.

Qualifications

• Bachelor's degree in a related field required.
• Four years of relevant experience or equivalent combination required.
• Experience with PeopleSoft Campus Solutions and Workday Finance preferred.
• Staff supervision and program management experience required.

Responsibilities

• Supervise professional, student, and temporary staff and coordinate workflows.
• Manage scholarship and state aid programs from eligibility through awarding and disbursement.
• Coordinate with Kentucky state agencies and university partners on reporting and reconciliation.
• Collaborate with athletics, academic units, and external partners on award administration.
• Monitor accounts, perform financial controls, and resolve processing issues.
• Ensure data quality using PeopleSoft, Workday, and reporting tools; support audits.
• Counsel students and families on aid requirements and coordination of aid from multiple sources.

Skills

Staff supervision

Workflow management

Communication skills

Education

Bachelor's degree in related field

Equivalent combination of education and experience

Tools

PeopleSoft Campus Solutions

Workday Finance

Excel

Job description

Department: Location: Belknap Campus Time Type: Full time Worker Type: Regular Job Req ID: R109610 Minimum Requirements: Bachelor's degree in a related field and four (4) years of relevant experience or an equivalent combination of education and experience. Grade 6 (Salaried)

Position Description

The Manager of Student Financial Aid at the University of Louisville serves as an operational leader, supervisor, and program manager within the Fiscal, Operational, and Scholarship Management (FOSM) team of the Student Financial Aid Office. The position manages assigned scholarship and state aid programs, coordinates fiscal operations and reconciliation, and supports accurate, timely awarding and disbursement of student assistance. Working under the direction of the Director of Institutional Aid Management, the position translates program requirements and office priorities into documented procedures, coordinated workflows, and reliable financial controls. Responsibilities include staff supervision, eligibility review, award adjustments, account monitoring, reporting, student communications, and resolution of complex processing issues. The position collaborates with campus partners, state agencies, and outside organizations; uses PeopleSoft Campus Solutions, Workday Finance, and reporting tools to support data accuracy and fiscal accountability; and identifies opportunities to improve efficiency and reduce manual work. The position provides training and guidance and counsels students and families on application requirements, eligibility, and the coordination of aid from multiple sources.

Essential Duties and Responsibilities

• Staff Supervision and Workflow Management. Supervise assigned professional, student, and temporary employees, including the Financial Aid Coordinator as assigned. Establish work priorities, monitor completion and accuracy, provide coaching and performance feedback, and maintain cross-training and backup coverage for critical processes. Coordinate shared support activities with other office teams.
• Scholarship and State Aid Administration. Manage assigned institutional, departmental, outside, and state aid programs from eligibility review through awarding, adjustment, disbursement coordination, and reconciliation. Maintain program calendars, review enrollment and other eligibility requirements, resolve exceptions within delegated authority, and coordinate with other aid to prevent conflicting awards and processing errors.
• State Agency Reporting and Reconciliation. Coordinate assigned Kentucky Higher Education Assistance Authority and other state program activities, including eligibility verification files, requests for funds, payment rosters, refunds, and reconciliation. Maintain supporting records, monitor deadlines, and resolve discrepancies with state agencies and university partners.
• Athletics and Campus Partnership Awards. Coordinate assigned athletics aid and awards administered with academic and administrative units, employers, and community partners. Verify award instructions and applicable eligibility requirements; coordinate awarding, disbursement, adjustments, and communications; and resolve issues with the responsible campus partners.
• Fiscal Operations and Financial Controls. Monitor and reconcile assigned SFAO operating, scholarship, grant, and other accounts. Review purchasing card transactions and reallocations, expense reports, expenditure classifications, and supporting documentation within delegated authority. Coordinate account or grant setup and monitoring with responsible university offices, support assigned Federal Work-Study fiscal activities and elevate unresolved discrepancies.
• Systems, Queries, and Data Quality. Use PeopleSoft Campus Solutions, Workday Finance, Excel, and approved reporting tools to monitor awards, account activity, and processing outcomes. Maintain assigned program setup and award item types in coordination with system owners. Review recurring queries, investigate exceptions, and coordinate corrective actions and testing with financial aid, finance, and technology staff.
• Compliance, Procedures, and Quality Assurance. Interpret and apply requirements relevant to assigned programs and fiscal activities. Maintain current procedures, processing checklists, reconciliation records, and review controls. Assess the operational effects of changing requirements, recommend revisions, implement approved changes, and provide records and explanations for audits and other reviews. Protect confidential student and financial information in accordance with university policies and applicable requirements.
• Communications and Student Service. Counsel students, families, and campus partners regarding scholarship and financial aid application processes, eligibility, and award changes. Coordinate accurate, timely program communications, maintain informational materials, and oversee assigned service account or ticket queues. Resolve complex inquiries and refer issues requiri