Operations Specialist for Scholarships

6 days ago

Richmond, United States Virginia Commonwealth University Full time

**Position Summary**:
The Office of Financial Aid and Scholarships in the Division of Strategic Enrollment Management and Student Success is recruiting for a Financial Aid Operations Specialist for Scholarships to support student enrollment, retention, and success at VCU. Reporting to the Assistant Director of Scholarship Management, the Operations Specialist performs activities related to the effective operations of VCU scholarships and other financial aid programs.
- **Core Responsibilities**:
Financial Aid Scholarship Operations - Award and Risk Management (65%):
- Partners with the Scholarship and Program Funds Coordinator and Assistant Director to maximize use of the scholarship management software across the university
- Monitors feed file from the scholarship management software into the financial aid management system and troubleshoots errors to ensure seamless processing
- Provides functional and troubleshooting support to VCU units responsible for administering student scholarships and maximizing fund allocations assigned
- Reviews and adjusts financial aid awards to prevent overawards based upon unique scholarship and grant program rules.
- Monitors the Scholarship Workflow within ImageNow for processing all requests, includes but not limited to: request for a new fund code, financial aid award notification
- Liaison with the Office of Student Accounting to process all third-party scholarships
- Completes related reports on a daily, weekly, or as-needed basis including, but not limited to: 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
- Troubleshoots mismatches for merit scholarships awarded by the Office of Admissions
- Collaborates with the Office of Admissions to update merit award renewals and single term renewals due to probation.
- Liaison with the Graduate School to ensure timely updates to the financial aid record
- 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 (15%):
- Independently plans, organizes, and prioritizes work to meet scheduled deadlines.
- Informs supervisor when assigned reports are complete.
- Manages documents in the 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.
- Prepares outgoing mailings as required.
- Other duties as required by Financial Aid and Scholarships leadership.

Each agency within the Commonwealth of Virginia is dedicated to recruiting, supporting, and maintaining a competent and diverse work force. **Equal Opportunity Employer

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