Financial Aid Coordinator

Reports to: Vice President of Operations

Classification: Part-time

Direct reports: No direct reports

Position Summary: The Financial Aid Coordinator would oversee all administrative needs related to scholarships and financial aid at Phoenix Seminary. Coordinate student financial aid from governmental and private funds, assure disbursement per applicable regulations, and maintain compliance with all authorities related to educational financial aid. They would also assist the finance team with various student account and payment plan needs.

Principal Responsibilities:

• Administer federal, state, and institutional financial aid resources in a manner consistent with the institution's long-range enrollment goals by processing aid applications and making awards/loan offers in compliance with federal regulations.

• Oversee retention of financial aid records and ensure timely preparation and processing of all Federal and State reports.

• Oversee the development, utilization, and monitoring of the Financial Aid Budget.

• Maintain current knowledge of government regulations affecting financial aid programs and inform management and students of all significant changes by attending and being involved in state, regional, and national financial aid associations.

• Collaborate with the Enrollment Manager to educate Student Service Advisors and Enrollment Counselors on financial aid policies, procedures, regulations, and counseling techniques.

• Oversees the certification of direct student loans in compliance with DOE policies, procedures, and guidelines.

• Perform entrance and exit interviews for students who receive federal loans. Counsel students and their families regarding the loan process.

• Assure the accurate disbursement of all scholarship and federal awards by monitoring student credit hours and satisfactory academic progress (SAP) and provide information to the Student Service Advisors for follow-up.

• Assure that all financial aid material (brochures, web-posted information, and information in other formats) is up-to-date and available to students.

• Oversee all administrative aspects of the Distinguished Scholarship (DS) review and awarding process

• Preparing the application each semester, coordinating communication with students, tracking who has applied, overseeing the review process, providing the scholarship committee the information needed to review and make awarding decisions

• Maintain a Policy and Procedures Manual for direct loans. Evaluate and implement procedures to provide excellence in the financial aid processes. Design and develop necessary forms and deadline requirements as needed.

• Report program changes, new programs, and organizational changes to the Department of Ed for approval to administer federal loan funds.

• Oversees the certification of direct student loans in compliance with DOE policies, procedures

and guidelines.

• Collaborates with the Enrollment, Finance, and Admission Departments.

• Provide data and reports as requested by the Administration or as requested by outside non-

federal organizations as appropriate.

• Process all correspondence to and from the Financial Aid Office.

• Maintain fiscal control of all federal funds received for financial aid programs and reconcile the accounts regularly with the accounting department and federal accounting systems.

• Maintain and operate financial aid software.

• Collaborate with the Enrollment Manager to prepare financial aid packages for students through a combination of scholarships and student loans.

• Provide a yearly audit of the Cohort Default Rate to see if it rises above the national average. If it does rise above the national average, the seminary will provide this data as required to enroll service members.

• Develop annual student financial aid budgets/cost of attendance estimates.

• Responsible for program review and actively participates in A-133 audit.

• Other duties as assigned.

Qualifications:

• Strong communication skills demonstrated both written and oral.

• Ability to work well on a team with shared goals.

• Able to work in a pressured environment to reach individual enrollment goals.

• Proficient with Microsoft Office products and ability to learn various other computer applications quickly.

• Completed undergraduate degree or higher.

• High personal and professional integrity consistent with Biblical standards and the statement of faith and governing values of the Phoenix Seminary

• Preferred prior experience in theological education (student or employee

• Preferred prior experience working with CRM and database programs (Blackbaud, Keap, or similar)

Physical Requirements:

• Must be able to sit using a computer for long periods.

• Must be able to lift up to 25 pounds at times.

Work Schedule:

Ability to work regularly Monday through Friday, assigned schedule, with hours outside regular work schedule as needed.

Needed Attributes:

Strong work ethic; excellent communication skills; diplomatic and gracious; values confidential nature of position; easy-going and level-headed; ability to shift priorities on short notice; proactive approach to assessing needs and providing what is necessary to meet those needs; interacts well with diverse personality types - team player; creative and resourceful, solutions-oriented.

Evaluation:

The position described above, like other staff, will be evaluated at the end of an Introductory Period (90-day review) and then, if applicable, annually.