Financial Aid Work-Study Coordinator

Position Summary:

The Office of Financial Aid and Scholarships in the Division of Strategic Enrollment Management and Student Success is recruiting for a Work-Study Coordinator to support the operational processing, reconciliation, and reporting of transformational work-based learning opportunities at VCU. Reporting to the Assistant Director of Work-Study, the Work-Study Coordinator performs activities related to the effective operations and compliance of work-study at VCU.

Core Responsibilities:

VCU Career Bridge Program Support (25%)

Support the VCU Career Bridge Program’s objective of ensuring their cohort of students obtain on-campus student employment through Federal Work-Study, if awarded

Initiates outreach to students, student-supervisors, and HR professionals to address, timekeeping issues, award utilization updates, and changes in eligibility

Initiates outreach to the Care Team on participant outcomes or issues such as timekeeping, delays in authorization, and onboarding or offboarding concerns

Provides work-study information to students and employers (on campus and off campus)

Support programming efforts with other units involved in the VCU Career Bridge Program, such as VCU Career Services with job fairs as needed, and other duties as assigned

Work-Study Operations (50%):

Monitors the Electronic Personnel Action Form (EPAF) workflow within Banner for the timely and holistic review of work-study requests, supporting the assistant director in accurately processing initial EPAF requests and subsequent EPAF changes

Administers awards and monitors work-study balances (on-campus and off-campus)
Supports the assistant director with program reconciliation through the monitoring of various daily, weekly, and monthly reports. Initiates PHAREDS as necessary when a payment exceeds award eligibility or allotment.

Reviews and adjusts financial aid awards to prevent overawards based upon changes in program eligibility
Manages the Work-Study inbox and provides timely and accurate responses.

Liaison with Career Services, SEMSS Human Resources, Central HR Operations

Completes related reports on a daily, weekly, or as-needed basis including, but not limited to: Work-Study Labor Distribution Report, Disbursement Errors, Refund Exceptions, Overawards, Period Overawards, Award Mismatches

Uses professional judgment in the review of cost of attendance increase requests

Responds to requests from financial counselors and university stakeholders in a professional manner

Reviews the financial aid record holistically and collaborates with team members to complete review of eligibility, which may include verification, professional judgment, unusual enrollment history, c-flag, rejected ISIR, or other reason.

Handles sensitive and confidential information with discretion.

Observes all financial aid policies, procedures, best practices, and internal controls (ARMICS).

Collaborates with spot-checking and testing in Banner during new year setup.

Culture of Care and Collaboration (10%):

Listens to and anticipates staff and student needs.

Responds to inquiries from colleagues in an accurate and timely manner.

Maintains a solutions-driven outlook to resolve an inquiry, knowing that it impacts a student’s enrollment, retention, and success.

Liaisons with other departments or areas outside of Student Financial Services as needed to service the financial aid operational needs of the University.

WorkFlow Management (10%):

Independently plans, organizes, and prioritizes work to meet scheduled deadlines.

Informs supervisor when assigned reports are complete.

Ensures accuracy and timely processing of all applications and student requests.

Manages documents in the DocuSign and ImageNow workflow queue.

Other Duties (10%):

Serves on department committees (e.g. SAP, Professional Judgment) and workgroups as necessary.

Maintains up-to-date knowledge of federal, state, and institutional regulations and policies. Supplements formal office training by seeking information independently.

Attends NASFAA, VASFAA, or ED trainings as assigned, in addition to staff trainings.

Provides support in other areas during peak season, such as application review or loan processing to meet the needs of the department.

Prepares outgoing mailings as required.

Other duties as required by Financial Aid and Scholarships leadership.