"Financial Aid Coordinator (0053)"

To assist the Director of Financial Aid with all activities related to student financial aid, and database management.

This position is ON SITE only.

Financial Aid: 60%

1. Assist with activities related to student financial aid programs for the School of Medicine
2. Enter and update financial aid budgets and award packages while ensuring accuracy.
3. Monitor Financial Aid records and other reporting sites to ensure students receive appropriate funding.
4. Coordinate financial aid disbursements and assist with verification that federal and state regulations are followed.
5. Provide guidance to students, applicants, and families regarding financial aid eligibility, loan options, scholarships, and borrowing implications.
6. Assist students with loan applications aid financial aid documentation.
7. Register students in the Banner system for financial aid and billing purposes.
8. Respond to inquiries from current students, prospective students, and alumni regarding financial aid records and eligibility.
9. Work closely with Director to conduct financial literacy and debt management sessions for medical students.
10. Assist with institutional loan programs and serve as liaison with the University Accounting Services for institutional loan administration.
11. Work with private lenders to assist students including all medical students in identifying funding options.
12. Assist with reporting requirements for MD program financial aid activities.
13. Provide support for scholarship programs and related initiatives.
14. Prepare financial aid correspondences, reports, charts, and other materials for the Director of Financial Aid.
15. Attend professional development opportunities and financial aid workshops through organizations such as AAMC, NASFAA, ILASFAA, and MASFAA.
16. Provide administrative coordination support to the Director of Financial Aid including maintaining calendars and assisting with departmental communications.

Data Management: 40%

1. Maintain student financial aid records within the institutional ERP (Ellucian Banner) ensuring accuracy of eligibility, awards, and disbursement data.
2. Assist with processing data imports from federal aid systems including FAFSA and Common Origination and Disbursement (COD) system.
3. Support routine monitoring of financial aid data across institutional systems, federal reporting platforms, and private loan reporting platforms.
4. Generate basic operational reports related to financial aid awarding, loan processing tracking, and scholarship administration.
5. Assist with routine data reviews to identify discrepancies and support corrections within financial aid data records
6. Support financial aid reconciliation by comparing Banner data with institutional accounting records along with private loan records.
7. Assist with preparation of financial aid data for institutional reporting, regulatory submissions, and accreditation documentation.
8. Maintain student financial aid files ensuring confidentiality and compliance with institutional policies.
9. Create and maintain financial aid documentation originating from the department which may include complex or confidential information.
10. Sensitive to the needs of underrepresented minority populations.
11. Performs other duties as assigned.

Credentials to be Verified by Placement Officer

1. Any one or combination totaling three (3) years (36 months) from the categories below:
   1. College coursework in any discipline, as measured by the following conversion table or its proportional equivalent:
      • 30 semester hours equals one (1) year (12 months)
      • Associate's Degree (60 semester hours) equals eighteen months (18 months)
      • 90 semester hours equals two (2) years (24 months)
      • Bachelor's Degree (120 semester hours) equals three (3) years (36 months)
   2. Work experience coordinating office, business, or customer service/relations activities.
2. One (1) year (12 months) of higher education, student services, or closely related experience.

Knowledge, Skills & Abilities (KSA's)

1. Knowledge of all federal, state, institutional, and private financial aid regulations as they apply to packaging and disbursement of financial aid, disbursement of refunds, and Satisfactory Academic Progress (SAP).
2. Knowledge of the student application process.
3. Knowledge of Microsoft Office - Outlook, Excel, and Word and other computer programs.
4. Skill in mathematics and calculations.
5. Skill in customer service, and oral and written communication.
6. Skill in time management, organizing work assignments, and responding quickly and effectively to challenges.
7. Ability to interpret and apply internal and government policies, procedures, and regulations.
8. Ability to work in an environment that can be fast-paced and stressful.

Condition of Employment

Out of State Applicants that apply to Springfield vacancies in classifications in the occupational area of Professional, Semi-Professional, or Managerial will be subject to the following Condition of Employment: Pursuant to the State University Civil Service System, an out-of-state resident who is hired into this position must establish Illinois residency within 180 calendar days of their start date.

Posted: 14-Mar-26

Location: Springfield, IL

Categories: Staff/Administrative

Internal Number: 5268250