Financial Aid Specialist

TITLE: Financial Aid Specialist

REPORTS TO: Assistant Director of Financial Aid

STATUS/HOURS: Full-Time, 40 hours/week. Schedule may vary according to departmental and Academy needs.

DATE: July 1, 2025

Pay Group

Type

Status

Fiscal Year Weeks

Class

Department

Location

Non-Exempt

Regular

Full-Time

52 Weeks/12 Months

STAFF

Admissions

On-campus/Hybrid

Position Purpose

The Financial Aid Assistant supports the Assistant Director of Financial Aid in all aspects of the financial aid process. As the primary liaison for prospective and current students and their families, this role delivers timely, accurate, and student-centered communication throughout the financial aid process. Responsibilities include managing student travel and related expenses, performing high-volume and detail-oriented data entry, and supporting daily office operations. This position plays a vital role in ensuring a responsive and supportive financial aid experience that reflects the Academy’s commitment to student success.

Job Responsibilities

• Serves as the primary liaison for applicants, students, and families, providing timely, professional, and accurate guidance about financial aid policies and procedures via phone and email
• Maintain and manage data entry and import/export across financial aid systems to maintain accurate records and ensure effective communication with families
• Review, verify, and ensure compliance of financial aid documents with Academy requirements, contributing to accurate award decisions and regulatory requirements
• Respond with sound judgment to complex, urgent, or sensitive inquiries, delivering supportive, solution-oriented guidance and maintaining trust with all students and families
• Coordinate student requests related to purchasing, reimbursements, and stipends, ensuring alignment with financial aid guidelines and timely disbursement of funds
• Collaborate with the Assistant Director of Financial Aid to develop and implement tools that streamline processes, enhance the students experience, and improve office efficiency
• Manage timely completion of financial aid application by proactively following up with families to complete documentation requirements and ensure timely processing of financial aid applications
• Manage and reconcile student-related expense reports, ensuring accurate information is communicated with other departments
• Oversee logistics for student travel to and from campus throughout the academic year, coordinating with offices on campus and external organizations to ensure smooth execution
• Identify and implement operational enhancements, including workflow improvements and effective communication strategies to support departmental goals
• Generate and deliver custom reports and statistical data to offices on campus, supporting cross-campus collaboration and decision-making
• Draft, proofread, and revise correspondence and communication for applicants, students, families, and alumni/ae in written and electronic formats, ensuring clarity and professionalism
• Support strategic projects and departmental initiatives as needed, contributing to the continuous evolution and effectiveness of financial aid operations

Position Requirements

Education

• Bachelor’s degree, or equivalent combination of education and experience

Experience

• Financial aid experience is preferred
• 3-5 years of experience in customer service or financial aid setting is required
• Experience working with adolescents in an educational setting is preferred

Knowledge, Skills & Competencies

• Respect for diversity of identities and experiences, an orientation toward equity and inclusion, and cultural competency in all aspects of Academy life.
• Strong interpersonal skills with ability to develop and maintain collegial relationships
• Excellent communication (written and verbal) skills
• High degree of organizational skills with the ability to be flexible and multi-task with accuracy
• Ability to follow verbal and written directions, maintain a professional demeanor and restraint at all times, including stressful situations
• Ability and desire to collaborate across departments and manage external communications
• Strong judgment, analytical, and problem-solving skills as well as a strong customer focus
• A strict adherence to confidential policies is required
• Ability to work independently and handle multiple priorities and deadlines simultaneously
• Proficient in Microsoft Office, especially in Excel, and Slate preferred
• Willingness and ability to learn additional applications as needed

Additional Requirements

Successfully complete a criminal background check (reviewed every 5 years).