Student Financial Relations Coordinator

Colby College; Waterville (ME); On-site; USD 40,000 - 60,000; Full time

Job summary

Colby College in Waterville, Maine, is looking for a Student Financial Relations Coordinator to support the Student Financial Services office. This role is essential in delivering front-line service to students and their families, ensuring compliance with financial aid processes and regulations.

The ideal candidate will possess a Bachelor's degree or relevant experience, excellent communication skills, and proficiency in Microsoft Office. Key duties include managing inquiries, enhancing office workflows, and administering the Student Health Insurance process.

Qualifications

• Bachelor’s degree preferred, or a combination of education and significant professional experience.
• Excellent interpersonal, written, and verbal communication skills.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook).
• Ability to handle sensitive and confidential information.

Responsibilities

• Provide front-line customer service and financial counseling.
• Manage office operational workflows and improve service delivery.
• Coordinate outreach activities and events for students.
• Administer the Student Health Insurance process.

Skills

Interpersonal skills

Written communication

Verbal communication

Organizational skills

Proficiency in Microsoft Office Suite

Attention to detail

Education

Bachelor’s degree

Experience in financial aid or higher education administration

Job description

Job Summary

The Student Financial Relations Coordinator supports the effective and compliant day-to-day operations of the Student Financial Services (SFS) office while serving as the primary point of contact for students and families. This role combines front-line student service with responsibility for office operations, document management, and coordination of key administrative processes. The coordinator applies professional judgment, regulatory knowledge, and a student-centered approach to ensure accurate information, timely service, and adherence to federal, state, and institutional requirements.

Responsibilities

• Student Service and Communication (40%)
  • Front-Line Customer Service & Financial Counseling: Interpret and apply complex federal, state, and institutional regulations to provide technical counsel to students and families. Exercise independent authority to resolve or refer student account and financial aid questions and disputes, determining when appeal applications for institutional exceptions are warranted.
  • Information Dissemination: Clearly and accurately explain complex financial aid topics, including FAFSA requirements, verification, types of aid (grants, loans, scholarships), satisfactory academic progress (SAP), and disbursement timelines.
  • Triage and Referrals: Assess the nature of student inquiries and either resolve them directly or direct them to the appropriate SFS team member or college department (e.g., Student Accounts, Registrar's Office) for more complex issues.
  • Communication Management: Manage the office's general email inbox and phone lines, ensuring timely and professional responses. Assist in drafting and distributing mass communications to students regarding deadlines, missing documents, and policy updates.
• Office Operations and Administration (40%)
  • Office Management: Evaluate and improve office operational workflows; develop and implement departmental policies to enhance service delivery and compliance. Analyze office data to identify bottlenecks and independently design/implement new administrative protocols to improve efficiency.
  • Recruitment & Training: Recruit, hire, train, and conduct performance evaluations for student employees, ensuring adherence to federal Work‑Study regulations as applicable.
  • Document Management: Manage the intake, logging, tracking, and filing of all financial aid documents (paper and electronic), ensuring accuracy and security in accordance with privacy regulations (FERPA).
  • Process Coordination: Coordinate and manage essential office processes, such as scheduling student appointments for the SFS team, managing student check‑in, and preparing materials for financial aid workshops or presentations.
• Outreach and Engagement (10%)
  • Coordinate SFS outreach activities for prospective and enrolled students and their families, including participation in orientations, information sessions, and campus events.
  • Provide general financial aid and student account information in outreach settings, supporting financial literacy and awareness of key deadlines and processes.
  • Represent the Student Financial Services office in question‑and‑answer forums and collaborate with campus partners to support student engagement initiatives.
• Student Health Insurance Lifecycle Management (10%)
  • Administer the end‑to‑end Student Health Insurance (SHIP) process, including coordination of enrollment and waiver verification.
  • Design and execute proactive communication campaigns to non‑responsive students, ensuring all students meet the institutional health insurance requirements before deadlines.
  • Analyze complex financial aid data and application information to accurately determine and award insurance subsidies to eligible students.
  • Coordinate communication and set‑up with cross‑divisional partners in ITS and Student Health and Wellness.

Qualifications

Minimum Qualifications: Bachelor’s degree preferred, or a combination of education and significant professional experience in financial aid or higher education administration. Demonstrated excellent interpersonal, written, and verbal communication skills. Proven ability to organize, prioritize, and manage multiple tasks simultaneously with a high degree of accuracy and attention to detail. Proficiency with Microsoft Office Suite (Word, Excel, Outlook) and experience working with database/information management systems. Ability to handle sensitive and confidential information with discretion and professionalism.

Preferred Qualifications or Skills: Experience working in a college or university setting, especially in Student Financial Aid, Registrar's, or Student Accounts office. Demonstrated ability to interpret and apply complex federal TitleIV regulations, as well as state financial aid programs and regulations.

Physical/Mental Demands

To perform this role effectively, an employee is expected to handle employee information, documents, and sensitive matters with care, professionalism, and respect for privacy. This position involves working with a variety of timelines, including some that require quick turnaround and responsiveness to urgent needs. It requires regular movement throughout office spaces, hallways, meeting rooms, and other campus locations. Daily work may involve extended use of a computer, including keyboard and mouse. Physical requirements include lifting up to 10 pounds regularly, occasional lifting up to 35–50 pounds in more demanding roles. Vision requirements include seeing clearly at close and far distances and adjusting focus as needed. The work environment is dynamic and engaging, often involving multiple tasks and projects that require shifting focus and strong organizational skills. The noise level is generally moderate; however, there may be occasional moments of louder sounds depending on campus activity.