Administrative Coordinator, Financial Aid

North Carolina, United States
30 Jan 2019
End of advertisement period
30 Mar 2019
Contract Type
Full Time

Occupational Summary

Seeking candidate with extensive experience in administration of financial aid, working closely with the Associate Chief of Business and Administration, Financial Analyst, and Registrar.

Responsible for Federal Funds for government loan programs; administer rules and regulations set forth by the Federal Government concerning government funds and conditions established by donors of funds.

Responsible for the overall financial oversight and processes, including the grant demand process as well as operational needs for financial aid, including budget preparation, monthly budget preparation, monthly budget reconciliation:

Plan, supervise and evaluate the financial aid operations of the College.

Maintain the integrity of the financial aid record keeping process.

Has extensive knowledge of federal, state and institutional policies and procedures regarding financial aid eligibility for traditional and nontraditional students. Is the primary source of federal, state and institutional aid information and can research regulations and develop institutional aid policies so that compliance is assured.

Assumes responsibility for all internal and external audits.

Responsible for overall administration of all financial aid programs at the College, including Title IV, private student loans, North Carolina financial assistance programs, and institutional aid.

Monitors enrollment reports to identify students subject to Return of Title IV aid policy.

Calculates aid earned, makes necessary adjustments, and notifies students and accounts receivable of outcome.

Contributes to student satisfaction through delivery of quality customer service in all aspects of the administration of financial aid.

Ensures that students are informed about their eligibility for financial aid by developing and directing a system for collecting and evaluating applications and for the timely and effective awarding of all types of financial aid.

Maintains confidentiality of information exposes to in the course of business regarding students and other employees Oversees Title IV refunds and repayments, including U.S. Department of Education and National Student Loan Data System notifications.

Maintain fund control records in accordance with funding level limitations. Awards, wire transfers, reconciliation of student accounts, federal reporting, audits, collections, and other financial aid related work.

This position requires work with the Financial Analyst II, roles and responsibilities for are separate as mandated by regulations.

Works with families to plan for the use of financial aid programs and other financial products to finance.

Oversees the determination of aid eligibility and the packaging and disbursement of student financial aid in accordance with guidelines and regulations provided by the College, federal and state governments, and other private funding agencies.

Advises students, parents, staff, high school counselors, other college personnel, and off-campus agencies on all aspects of student financial aid.

Directs and administers the veterans benefits program, ensures compliance with VA regulations, monitors student progress and updates records for reporting purposes.

Acts as primary certifying official for students receiving veterans educational benefits. Certifies enrollment and performs other duties required by the veterans administration. Manages and supervises all financial aid processes for awarding student loans, grants and scholarship packages.

Develops student cost of attendance (individual student budgets) including tuition, books, fees, etc. Reconciles student receivable accounts. Calculates refunds and repayments for student who withdraw from school.

Ensures that college has exception-free Financial Aid audits and program reviews by keeping abreast of and implementing all federal and state laws and regulations that pertain to the programs administered by the Financial Aid Office.

Develop and disseminate policies and procedures related to financial aid.

Compliance with all government, state and national, authorities, and agencies regarding financial aid. Supervise the preparation and submission of institutional, state, and federal reports. Develop and implement policies and procedures designed to maximize electronic processing of financial aid.

Administers satisfactory academic appeal (SAP) evaluation and oversees appeal process for students seeking reinstatement of financial aid eligibility.

Prepares, writes, and files required state and federal reports; answers questions and provides information during audits and official reviews to justify policies, procedures, and variances.

Administer, reconcile and maintain compliance on all Federal, State, and Institutional aid programs.

Interprets and applies federal laws and regulations, college policies and regulations and state regulations related to the delivery of student financial assistance.

Maintains college’s financial aid data to assure timely and accurate submission of required federal, state and local reports Develop and conduct financial aid presentations and participate in outreach activities.

Develop, design, revise and update all publications relating to financial aid, such as financial aid applications, forms used for tracking applications, correspondence forms and brochures. Integrate efforts to maximize Financial Aid’s role in recruiting and retention.

Location Durham


Job Family Level F1

Full Time / Part Time FULL TIME

Regular / Temporary Regular

Shift First/Day

Minimum Qualifications

Duke University is an Affirmative Action/Equal Opportunity Employer committed to providing employment opportunity without regard to an individual's age, color, disability, gender, gender expression, gender identity, genetic information, national origin, race, religion, sex, sexual orientation, or veteran status.

Duke aspires to create a community built on collaboration, innovation, creativity, and belonging. Our collective success depends on the robust exchange of ideas—an exchange that is best when the rich diversity of our perspectives, backgrounds, and experiences flourishes. To achieve this exchange, it is essential that all members of the community feel secure and welcome, that the contributions of all individuals are respected, and that all voices are heard. All members of our community have a responsibility to uphold these values.

Essential Physical Job Functions:

Certain jobs at Duke University and Duke University Health System may include essential job functions that require specific physical and/or mental abilities. Additional information and provision for requests for reasonable accommodation will be provided by each hiring department.


Work requires a general business background generally equivalent to a bachelor's degree in a business related field.


Work requires 2 years related business or administrative experience to become familiar with general personnel practices, accounting and budgeting principles and coordination of major office activities. A master's degree in a business related field may be substituted for 2 years experience. OR ANY OTHER EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE

Degrees, Licensures, Certifications