Interim Coordinator, Financial Aid

6 days ago

Winter Haven, United States Polk State Full time
Job Description

Reporting to the Executive Director, Student Financial Services, this position oversees, administers, and coordinates functions related to Financial Aid and Student Financial Services for Polk State College.

Essential Functions/Duties:
  • Monitoring and providing support for the completion of all reports for the Student Financial Services including these areas:
    • Fiscal Operations Report and Application to Participate (FISAP) In Federal Aid Programs for submission to the U.S. Department of Education.
    • Annual Financial Transparency & Gainful Employment Report for the U.S. Department of Education.
    • Integrated Postsecondary Education Data System (IPEDS) Financial Aid Section for submission the U.S. Department of Education (ED).
    • Annual Standards of Excellence Program for the U.S. Department of Veterans Services.
    • Annual Report for the Student Financial Services Department including an annual report on all financial aid provided to Polk State College students.
    • All other reports that are required by the U.S. Department of Education and the Florida Department of Education, and the Florida Office of Student Financial Aid.
  • Coordinate the Annual Program Review and Assessment report and provide support to the Institutional Effectives Office to provide data to support the annual report.
  • Coordinate, and create the responses to the Office of the Ombudsman at the U.S. Department of Education for student complaints, and inquiries from the program office at ED.
  • Manage assigned program areas which include all reporting and external reporting to federal and state entities.
  • Coordinate and compile the annual Student Financial Services training matrix.
  • Serve as the Security Officer for the entire department and is responsible for reviewing each request for access for the Banner system, Office of Student Financial Assistance - Florida Department of Education. Also, will view all request for access for Federal systems to include the following areas before submitting to Director of Student Financial Services for final approval:
    • Banner system
    • Federal Student Aid Partner Connect
    • Central Processing System (U.S. Department of Education)
    • National Student Loan Data System (NSLDS) (U.S. Department of Education)
    • Common Origination and Disbursement (COD) System (U.S. Department of Education)
    • Financial Aid System (Florida Department of Education)
    • Financial Aid Access (U.S. Department of Education)
    • Any additional systems which the College may be required to participate in.
  • Based on the approved budgets for all the federal, state, and institutional grant accounts monitors the overall usage of funds monthly and, ensure that transfer of funds between accounts is approved by the Executive Director before those transactions are completed. A monthly report is prepared for the Executive Director and Director in consultation with the Financial Analyst for the department. The Program Coordinator is expected to detect/identify varies in funds and to report those as they are observed to the Executive Director and Director.
  • With the Director of Quality Assurance and Compliance to maintain the Policies and Procedures Manual for Student Financial Services. On an annual basis circulate to specific staff for the annual update in order to comply with federal and state requirements.
Certifies and/or approves program assessment reports for the management staff in all financial aid program areas.
  • Works with Executive Director (ED) to prepare submission of new academic programs and certificates to the Division of Eligibility & Certification at the U.S. Department of Education. This requires coordination with the Office of Provost for timely submission of new programs for approval to ED.
  • Verifies all federal financial account balances with the Federal Student Aid Partner Account system dashboard monthly.
  • Audits and perform a quality control assessment of all report data submitted by managers in the department before submission to the respective agencies.
  • Works with the Student Financial Services management team for the regular meetings. Maintains documentation for actions taken and supplies monthly to the Executive Director the status of all projects under the responsibility of the Executive Director and Director.
  • Ensures that all final documentation provided by the Director of Quality Assurance and Compliance for audit purposes is maintained for federal and state audits.
  • Attends all applicable conferences and training workshops to remain current on all Title IV programs, federal, institutional, state regulations, and related management procedures.
  • Maintain oversight of the funding of financial aid accounts; federal, state, and institutional. Serves as the fund management coordinator.
  • Works with the Office of the Vice President for Finance in meeting reporting deadlines for state reporting.
  • Works with the Office of Institutional Effectiveness, Accreditation, & Research to ensure financial aid data is properly reported and meets required deadlines.
  • Coordinates with the Administrative Assistant II for SFS the agenda for staff meetings and preparation of materials needed by staff.
  • Performs other duties, responsibilities, and special projects as assigned.
Required Skills
  • The ability to establish an effective rapport with campus community and veteran's community.
  • Good organizational skills, with special attention to details, and accuracy in processing.
  • Good oral and written communication skills.
  • Ability to work well with others.
  • General office skills.
  • Experience with computers, word processing, spreadsheets, and databases.
  • Good human relations skills.
  • Ability to maintain confidential information.
  • Requires ability to work independently on broader assignments with the responsibility for the planning of work. Makes decisions within accepted standards.
  • Preferred, not required, knowledge of Federal Title IV programs, state, and institutional financial aid programs.
Working Conditions/Additional Information
  • This position is a full-time on-campus position located at our Winter Haven campus, but will travel to event locations as necessary. (Remote/hybrid options are not available.)
  • Weekend and evening work may be required.
  • Position may be required to work during College closures (such as winter/spring break and inclement weather closures).
•Reliable transportation is required for travel to campuses and centers. Possession of a valid Florida's Driver's License is required (or must be eligible to obtain a Florida's license within 30 days).

•This position will require the ability to lift at least 20 lbs.

Salary and Benefits Information
  • This position is a level P13. Please see below for specific salary range.
  • We offer an excellent employer-paid benefits package including the following: Medical, Dental, Life, Long-Term Disability, Vacation (except faculty), Holiday and Sick Leave, Retirement (if eligible) and college fee waivers. Other employee-paid, voluntary benefits (vision, short-term disability, etc.) are also available.
Preferred Education
  • Bachelor's degree from an accredited institution.
  • Alternate Credential: Associate's Degree with 5 years of related experience.
Required Experience

At least three years of work experience, in an exempt, professional capacity, working in academic, student services, administrative services or related management areas is required.

Submissions that do not include all parts of the following required information will not be considered:
  • a resume
  • an electronic job application (all sections MUST be completed)
This position will close at 8:00 a.m. on Monday, July 1, 2024.

Important Information
  • If you are a retiree of the Florida Retirement System (FRS), please check with the FRS on how your current benefits will be affected if you are re-employed with the State of Florida. Your current retirement benefits may be canceled, suspended, or deemed ineligible depending upon the date of your retirement.
  • Polk State College participates in E-Verify. Candidates must provide documentation of eligibility to work in the United States. Polk State College does not provide visa sponsorship.
  • Polk State College is committed to equal access/equal opportunity in its programs, activities, and employment. For additional information, visit polk.edu/compliance.For questions or concerns, please contact: Lonnie Thompson, Chief of Institutional Compliance & Engagement/Title IX Coordinator; lthompson@polk.edu.
  • To request Veteran's Preference, please be sure to upload all necessary documents (DD-214, etc.) to your application.
  • Polk State College is a drug-free workplace.
  • Polk State College is committed to working with and providing reasonable accommodation to applicants and employees with disabilities. Reasonable accommodations are considered on a case-by-case basis.
  • Reference checks, successful completion of a background check, and third-party Education Verification for all stated degrees will be required prior to employment.
  • Polk State College does NOT provide relocation assistance for this position.


We encourage applicants to provide feedback of their experience or request help at Careers@polk.edu

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