Financial Aid and Special Programs Coordinator

Chief Objective of Position

The Financial Aid and Special Programs Coordinator is responsible for managing the packaging, certification, invoicing, and eligibility monitoring for various internal and external specialized aid programs, as well as managing the Return of Title IV processing requirements for the Office of Financial Aid.

Work Tasks

Administer and Manage Special Financial Aid Programs

• Administers and manages special student aid programs, including, but not limited to: Virginia Military Survivors & Dependents Education Program (VMSDEP), College Transfer Grant (CTG) Program, Virginia Teaching Scholarship, Virginia Army National Guard, and Virginia Department of Blind and Vision Impaired.
• Liaises with the State Council of Higher Education for Virginia (SCHEV), Virginia Department of Veterans Services, CNU Business Office, and other internal and external agencies to assure that recipients of special program funding have been processed accurately.
• Reviews new regulations and processing information related to special aid programs to ensure that funds are managed correctly.
• Submits certification rosters as required for various programs to verify student eligibility conditions have been met.
• Monitor disbursements and receipt of funding by performing monthly and annual reconciliation of programs.
• Provides updates to financial aid staff on regulatory or policy changes and timelines for special programs, to ensure all staff can accurately advise students.
• Assists with the addition of private scholarships to students’ financial aid packages, including the creation of scholarship fund codes in the student information system and packaging.

Withdrawal and Return of Title IV (R2T4) Funds

• Evaluates federal, state, and/or institutional requirements for evaluating student withdrawals against institutional policies and practices – and assessing needs and recommending changes to ensure continued compliance.
• Develop the R2T4 calendar to track the start date, end date, break days, and 60% date of each semester before processing calculations and ensure all of the dates are accurate in the relevant Registrar and Financial Aid Banner forms.
• Continually monitors official student withdrawals for the term, recalculates student eligibility, and processes return of funds, when applicable.
• Monitors unofficial withdrawals and unsatisfactory grades at the close of each term, recalculates student eligibility, and processes return of funds, when applicable.
• Coordinates overall withdrawal processing (throughout the semester and at end-of-term) to ensure accuracy and timeliness.
• Processes return calculations within Banner and coordinate with the appropriate staff/departments to ensure funds are returned to the appropriate funding sources within the required timeframe; ensure exit counseling notices are sent to students and disbursement adjustments are accurate.
• Notifies students of adjustments to their aid within the timeframe required by federal regulation.
• Serves as a subject-matter expert on withdrawal processing regulations and the application of said regulations to University policy, which may include staff training.

Needs Analysis, Review, and Packaging

• Stays up to date on federal and state legislation, regulations, and guidance that relate to student financial aid programs.
• Recalculates eligibility and makes appropriate adjustments to the student record, aid package, and/or disbursement.
• Completes a series of manual reviews to include degree confirmation, housing exemptions, loan limits, Pell lifetime eligibility, waivers, unusual enrollment history, and default clearance.
• Conducts a series of quality control reviews to ensure financial awards are following federal, state, and institutional regulations and guidelines.
• Determines the eligibility of applicants for federal, state, and university financial aid funds based on evaluation of financial need as determined by federal or state regulation and the Department of Education.
• Maintains knowledge of financial aid packaging policies and best practices as identified by federal, state, and institutional policies and regulations.
• Ensures that student resources and other aid funds are appropriately reported and that financial aid is packaged within the appropriate budget.
• Ensures students are maintaining Satisfactory Academic Progress (SAP) according to Federal and state regulations; ensures that students on SAP Appeal are meeting the conditions of their appeal in order to maintain eligibility.

Outreach and Customer Service

• Demonstrates strong verbal and written communication skills.
• Maintains a caseload of students as determined by office needs.
• Represents the Office of Financial Aid at Open Houses, Admitted Freshman Days, community workshops, etc.
• Serves as a liaison with other University offices such as Admission, Registrar’s, Student Accounts, etc.
• Provides information regarding all of the procedures and requirements of a financial aid program and the application process.
• Makes accurate assessments and evaluations of a student’s application status and financial need determination and effectively communicates this information while meeting the privacy guidelines within FERPA regulations.
• Assists with coverage of front desk operations, including main office phone line, general office email, and in-person student visits.
• Possesses the ability to respond and communicate effectively while multi-tasking between processing tasks.
• Develops and maintains positive and professional customer service and/or relations within the office/department and with all constituencies including students, faculty, staff, guests, and employees.
• Demonstrates a positive and professional attitude and treats everyone with dignity and respect.
• Fully supports the “Student’s First” value at CNU and routinely goes the extra mile in providing service.
• This position is designated as a “responsible employee” who has the authority to redress sexual violence, who has the duty to report incidents of sexual violence or other student misconduct, or who a student could reasonably believe has this authority or duty.
• Safety issues are reviewed and communicated to assure a safe and healthy workplace and a reduction in work-related absences.
• Promote a safe and healthy work environment by ensuring the implementation of safety regulations and applicable standards, processes, and programs established for employees under your supervision.
• Ensure employees under your supervision are trained in safety standards and procedures for their positions.
• Report work-related incidents within 24 hours according to the procedures established by the university, state, and federal guidelines.
• Performs other duties as assigned.

Knowledge, Skills, Abilities (KSA's) related to position

• Attention to detail; ability to maintain a high level of accuracy in reviewing documents and implementing changes to policy quickly and effectively.
• Interpersonal relations skills; demonstrated ability to work harmoniously with a wide range of people, especially students and parents, and counsel effectively.
• Ability to develop rapport; provide support; train; coach; promote change; and manage conflict.
• Ability to set work priorities, and manage multiple projects simultaneously in a fast-paced, hands-on environment while meeting deadlines; ability to initiate new ideas and implement decisions.
• Strong commitment to customer satisfaction.
• Excellent problem-solving and critical-thinking skills.
• Ability to partner with others across the University and externally to exchange information, collaborate on projects, share resources, etc.
• Strong computer skills, including the ability to use and understand complex computer software programs.

Required Education

Master’s degree; or Bachelor’s degree and work experiences that equates to an advanced degree.

Additional Consideration - Education   Experience Required

• Experience in interpreting complex policies and regulations.
• Experience in dealing with difficult situations and diffusing customer conflict.
• Experience in working with confidential records and information.
• Experience with detail-oriented work requiring a high degree of accuracy.

Additional Consideration - Experience

• Experience in higher education (working with confidential records) in a financial aid setting, student financial services setting, or another relevant area of student services.
• Experience with student information systems, relational databases, or enterprise systems (ex. Banner).
• Experience in interpreting federal and state financial aid rules and regulations and managing and administering financial aid programs.
• Experience in processing financial aid requests and eligibility determinations.
• Experience in working under the guidance of Family Education Rights and Privacy Act (FERPA) rules and regulations when handling education records.

CNU Information

S​elected by The Princeton Review to be included in The 388​ Best Colleges: 2023 Edition, Christopher Newport University is a public school offering a private school experience – great teaching, small classes, and a safe, vibrant campus. The University is located in Newport News, Virginia, enrolls approximately 5,000 students, and is dedicated to the ideals of scholarship, leadership, and service. Academic programs at Christopher Newport University encompass more than 90 areas of study, from biology to business administration and political science to the performing arts. The University is ranked by U.S. News & World Report’s America’s Best Colleges guide​ as 2nd among public regional universities in the South and 5th overall, and has recently completed more than $1 billion in capital construction on its 260-acre campus.

Christopher Newport University is committed to ensuring that all people are welcomed, honored, and fully engaged in the life of our academic community. We recruit exceptional and diverse faculty and encourage applications from individuals who are underrepresented in their profession. For further details and information about Christopher Newport, visit www.cnu.edu.