"Financial Assistance Specialist"

Position Summary

Located 45 minutes from the Nations Capital, nestled in a history-rich community of southern Maryland, The College of Southern Maryland (CSM) has been twice named in the top 150 community colleges by the Aspen Institute with academic programs in over 100 disciplines. CSM is among Americas top 100 producers of Minority associate degrees in twenty categories, according to Diverse Issues in Higher Education. CSM offers excellent health insurance benefits; State Retirement Pension plan; wellness programs; Code Green early closure Fridays in the summer; college closure for spring break and several major holidays, including the week between Christmas and New Year; and for several days in March for Spring Break. We are an innovative institution committed to student success and well known for our flexibility to meet student and community needs.

The individual in this position is responsible for assisting the Financial Assistance Department with day-to-day operations. This position is responsible for managing students financial assistance records, ensuring integrity of the data, upholding policy and law, and completing a multitude of varying duties each day. The specialist is the primary contact with prospective, current, and returning clients daily. This position assists students, faculty, staff, and community with answering inquiries, researching and resolving financial aid records, processing issues and application problems. The specialist is expected to learn, know, and perform all duties of the office. The specialist will work independently and aid with questions and processes relating to admissions, advising, placement tests, registration and records, financial assistance, and other areas, as needed. The position handles a high volume of documentation, e-mail, phone calls, and walk-ins, and has constant contact with both internal and external clients. Specialists are detail-oriented and accurate, and able to problem-solve, make knowledgeable decisions, and multi-task frequently. 

Reports to: Assistant Director, Processing, FAD 

The hiring salary for this position will be from the min to mid-point of the salary range advertised.This position is open until filled.

Specific Duties and Responsibilities

35 % Financial Aid Application Review, Verification, and Processing

• Imports and processes Free Application for Federal Student Aid (FAFSA) applications from the Department of Education to prepare students for awarding.
• Researches and resolves student record issues on the FAFSA application such as communication code notifications, information discrepancies, and residential and familial changes.
• Performs verifications and corrections on student files to ensure accuracy of FAFSA application.
• Verifies student eligibility for loan funds, identifies potential eligibility issues, and refers those issues to appropriate staff members.

35 % Student Records and Documentation Maintenance 

• Evaluates all student records using standardized and ad-hoc reports to ensure all eligibility rules and policies are met.
• Collects and reviews financial assistance documents submitted by students for accuracy.
• Receives, reviews, scans, and links all documents submitted by students into Perceptive Content imaging software.
• Processes documents in multiple Perceptive Content queues to complete student files.
• Performs basic queries to locate imaged student records from Perceptive Content imaging software for other college staff for college related purposes.
• Maintains Colleague database integrity ensuring correct demographic data and financial record accuracy.

25% Communication, Advising, and Student Support 

• The position serves as the primary contact for prospective students, current students, and visitors in the Financial Assistance Department.
• Provides accurate information regarding all areas of enrollment management (financial aid, admissions, advisement, recruitment, career services, and bursar office services) and assists customers in carrying out a wide variety of enrollment transactions.
• Navigates appropriate questions to determine each individuals path to getting started at the college and obtaining financial assistance. (New student? Transfer student? Con ed? Credit?)
• Assists students with completing online FAFSA application and problem solves and resolves any concerns for students, parents, and internal customers.
• Monitors and manages generalized e-mail and chatbot accounts in regard to the Financial Assistance Department questions and issues with students financial assistance eligibility.
• Informs students on how their financial assistance is affected by withdrawing from and/or not completing classes.
• Coordinates with Bursars, Registrars, and Admissions offices to ensure financial aid awards are administered properly.
• Notifies students of changes in their financial assistance eligibility and cancellations.
• Provides correspondence to students requesting documentation to confirm discrepancies found using letters, e-mails, and phone calls.

5% Community Outreach 

• Participates in weekend FAFSA Help Sessions by helping students complete the FAFSA application as an outreach to the community. Attends recruitment events to provide financial aid information.
• Participates in various college wide recruitment activities, including but not limited to community outreach, Open Houses, FAFSA Help Sessions, You Can Afford College, Orientation Sessions and other recruitment activities.

Additional Duties: 

• Performs other related duties as assigned.

Minimum Education and Training

Required Education and Experience:

• Associates degree
• At least one year of experience working in customer service with front-line customers

Preferred Education and Experience: 

• Bachelors degree
• At least two years of office experience working with detail-oriented tasks and maintaining confidential records
• Experience in an academic setting

Minimum Qualifications and Standards Required

Knowledge, Skills, and Abilities:

• Superior interpersonal skills dealing with the public, outside agencies and peers in a dynamic environment
• Computer (MS Office) and data management skills required (preferably with an integrated data system)
• Familiarity with Student Financial Assistance programs guidelines and procedures preferred
• Ability to work independently with professional integrity and discretion
• Ability to organize and prioritize extensive workload daily

PHYSICAL DEMANDS The work is mostly sedentary work which requires exerting up to 20 pounds of force occasionally and/or up to 10 pounds of force to move objects.  

WORK ENVIRONMENT Work is performed in a relatively safe, and secure work environment.

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