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Student Financial Aid Manager

Hagerstown Community College
Maryland, United States
Salary Commensurate with experience
Posted Date
Jun 5, 2022

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Position Type
Administrative, Academic Affairs, Adult & Continuing Education Programs
Employment Level
Employment Type
Full Time
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Hagerstown Community College, located in western Maryland, is pleased to announce that applications are currently being accepted for a Student Financial Aid Manager position.



The Student Financial Aid Manager assists the Director of Financial Aid in overseeing the staff, processes, and procedures in the Student Financial Aid Office. This position works in collaboration with the Student Financial Aid Data Coordinator to complete annual system set-up and coordinates the financial aid awarding process using Ellucian Colleague. This position serves as HCC’s back-up School Certifying Official (SCO) for the processing of credit and non-credit VA educational benefits.



A. Student Counseling Responsibilities

1. Meets with students/parents to assist with general challenges in completing the financial aid process

2. Assists with advising students having academic difficulties and/or considering withdrawing from courses

3. Maintain confidentiality by assisting students with delicate financial aid situations away from the front counter.

4. Assists with athletics outreach to assure that all documentation is received to review financial aid eligibility.


B. Maintains Consistent Awarding Procedures

1. Collaborates with the Director of Financial Aid in establishing annual financial aid awarding policies.

2. Manages the student financial aid awarding process for both standard and non-standard programs as well as the summer semester.

3. Monitors file complete dates.

4. Assigns attendance patterns and student budgets.

5. Monitors weekly enrollment reports throughout the semester and updates student eligibility.

6. Reviews financial aid awards, prior to semester bills being sent out, to reflect actual enrollment status.

7. Works with the SFA Data Coordinator to annually set up system awarding procedures, rules to establish attendance patterns, student cost of attendance budgets, and to auto package financial aid.

8. As needed, assist veterans and military dependent students with questions about their VA benefits.


C. Student Loan Processing and Management

1. Processes Direct student and parent loans by determining borrower eligibility.

2. Reviews award letters and accepts and/or revises loan awards/disbursements assuring the accurate disbursement of loans funds.

3. Runs weekly reports to determine if students are enrolled in classes, to review loan eligibility, and/or cancel loan awards/disbursements when the borrower is ineligible.


D. Provide Leadership and Supervision

1. Provide direct supervision and guidance to the non-exempt Student Financial Aid Office Associates.

2. Oversees all front-line processing including receiving of documents, proper handling of phone calls, emails, and faxes.

3. Maintains the front-line schedule to make sure that there is adequate front- line coverage.

4. Assists the Director of Financial Aid, as needed, with the supervision of the counselors and hiring processes in the Student Financial Aid Office.

5. As needed, assistance counselors with verification, Satisfactory Academic Progress, and scholarship processing/awarding.

6. Represents the Student Financial Aid Office at campus and community meetings, presentations, and in the absence of the Director.

7. Assists with the management of special processes and projects as assigned by the Director, including but not limited to the disbursement and reconciliation of financial aid funds.

8. Assists with updating office materials, including hard copy and electronic communications and forms.


E. Professional Judgment Decisions

1. Assists with requests for special circumstances, including income reductions, waiver requests, and/or dependency overrides.

2. Adjusts student's cost of attendance budget for additional documented educational expenses.


F. Coordinates Financial Literacy for the Student Financial Aid Office

1. Collaborates with Ocelot to update videos/scripts annually for use on FATV.

2. Coordinates all financial literacy activities during financial literacy month (each year in April).

3. Coordinates FAFSA Workshops, informational nights, and student orientation sessions.

4. Creates/Revises financial literacy materials.

5. Provides training to SFAO Staff on financial literacy updates.


G. Serve as back-up School Certifying Official for the processing of credit and non-credit VA educational benefits.

1. Receiving training and certification as a School Certifying Official (SCO) through the Department of Veterans (VA); stay up to date on VA regulations

2. In the absence of the primary SCO, liaise with the Department of Veteran Affairs (VA) to ensure accurate data is being provided and to resolve issues. Liaise with the Maryland Higher Education Commission in regard to veterans and military dependents.

3. Represent the Financial Aid Office in collaboration with the Veterans Office and Finance Office to process VA benefits for qualifying enrolled credit and non-credit students and in regard to student accounts.

4. Work with primary SCO to process VA benefits a few times a year in order to maintain SCO knowledge base and to be able to step into primary role if needed; assist in processing VA benefits during peak times and as time permits.


Master’s degree is preferred. Position requires Bachelor's Degree with a minimum of three (3) years of responsible professional experience in student financial aid.


Must be knowledgeable as to Federal and State regulations governing the awarding of financial aid. Must have the ability to adhere to office policies and procedures to ensure compliance with government regulations. Requires the ability to perform detail work. Excellent written and verbal communication skills, a high level of self-motivation and proven organizational skills are essential. A demonstrated ability for teamwork and maintaining confidentiality are also necessary. Experience with Ellucian Colleague financial aid module strongly preferred. Ability to receive training and be certified as a VA School Certifying Official.




For more information on this position and to formally apply, please visit HCC's employment page at

Questions may be directed to the Human Resources Office at 240-500-2585 or email

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