Financial Aid Coordinator

Under the directions of the Director of Financial Aid the Financial Aid Coordinator performs specialized technical duties involving the calculation disbursement and accounting of financial aid awards and transmission of financial aid records and reports; adjusts prepares and verifies financial aid awards to ensure the correct funds are disbursed at appropriate times; runs award disbursement process for all financial aid programs; calculates earned and unearned portions of grants for all students who have withdrawn or failed classes and adjusts awards accordingly; generates reports of disbursed and/or adjusted financial aid awards. Packages financial aid awards as assigned monitors and evaluates student academic records to determine if students meet financial aid satisfactory academic progress standards; and performs other related duties as assigned by the Director. May act as lead for the department as assigned by the Director in their absence.

This position is currently open until 11:59 pm on January 14th 2026.

This position is only open to internal applicants (currently employed Classified employees).

Internal candidates are interviewed and considered prior to any external candidates in accordance with the current Classified Collective Bargaining Agreement.

Disbursement Coordination (70% of Time)

1. Act as the federal Secondary Destination Point Administrator in the absence of the Director.
2. Performsspecialized technical duties involving the calculation disbursement and accounting of financial aid awards and the transmission of financial aid records and reports; serves as a technical resource to other employeesregardingfinancial aid disbursement; explains and interprets financial aid-related regulations administrative policies and operational procedures.
3. Adjustspreparesand verifies financial aid awards based on enrollment course start dates and award criteria to ensure the correct funds are disbursed at appropriate times; authorizes the disbursement of financial aid checks in coordination with theappropriate Accounts Receivableeach term and verifies disbursement records withappropriate District department(s)to maintain appropriate balances intheDistricts fund accounts.
4. Runs the award disbursement process for all financial aid programs including state and federal grants and scholarships as well as subsidized and unsubsidized loans; reconciles grant fund accounts and submits financial aid records to the Department of Education (DOE).
5. Calculates earned and unearned portions of grant-based aid for all students who have withdrawn or failed classes based on attendance and/or federal guidelines; adjusts awards accordingly and reports adjusted awards to the DOE and the appropriate District department(s).
6. Generates reports of disbursed and/or adjusted financial aid awards and submits the reports to DOE and forwards the disbursement information to appropriate District department(s).
7. Work with Accounts Receivable to process returned checks canceled checks and stale checks;maintainssystem to calculate and track financial aid overpaymentsin accordance withfederal and state regulations; reports unresolved overpayment accounts to the DOE or appropriate granting agency.
8. Assists the Director in the performance of all calculations and notifications to comply with the Title IV Refund and Repayment regulations
9. Retrieves the Multiple Reporting Record (MRR) and Pell Potential Over-award Process (POP) files from theDOE and corresponds with students and other educational institutions toidentifyand reconcile potential over-award payments and concurrent enrollment issues.
10. Transmits and downloads federalfinancialaid records to and from the DOEas required by federal regulations.
11. Updates student records on the National Student Loan Data System according to the schedule mandated by the DOE.
12. Processes Lifetime Eligibility Used (LEU) and monitors individual Pell Grant awards to prevent over-awarding of federal grant funds.
13. Assists in the annual setup and ongoing testing of upgrades of information systems (federal and state software programs and institutional systems) to support the departments responsibilities. Troubleshoots and assists to develop improvements to automated and electronic service delivery systems. Acts as the liaison between information technology and financial aid staff to communicate technical needs.
14. Work closely with Business Services and the Director to ensure reconciliation of all accounts monthly and annually to the general ledger.

1. Performs specialized technical duties involving financial aid advising packaging and complex eligibility determinations; serves as a technical resource to other employees regarding financial aid eligibility; interprets and applies federal and state regulations related to financial aid-related regulations administrative policies and operational procedures.
2. Specializes in Direct Loan Program requirements including eligibility processing applications entrance interview loan origination promissory notes disbursement and federal reporting requirements using specialized software and national online systems.
3. Analyzes complex application documents required to determine financial aid eligibility by reviewing identifying and resolving discrepancies between financial aid applications federal tax returns and database matches; initiates requests for supporting documents to resolve conflicting information.
4. Interfaces with other external agencies to verify eligibility by exchanging information using various databases and software systems; verifies dual enrollment; determines the validity of foreign homeschool and online high school diplomas and refers students to evaluation agencies as needed; determines appropriate financial aid eligibility for students in special circumstances including but not limited to; consortium agreement student eligibility verification.
5. Assistsstudents in the application process for financial aid by providing information and answering questionsregardingfinancial aid helps completeappropriateandrequiredformsprovidesadvice onrights and responsibilities concerning financial aid and providesinformationregardingthe statusof financial aid applications in person via emailtelephoneor other electronic means.
6. Packages financial aid awards in accordance with standard need analysis criteria and federal and state eligibility regulations and current policies/procedures; processes awarding of funds to students following state and federal rules and regulations including special financial aid programs which may include grants scholarships or loans.
7. Engages collaboratively in the day-to-day office operations; maintains office procedures for positions and provides input on technical improvements to streamline financial aid application processing.
8. Searches databases and record systems gathers compiles and reports financial aid information; prepares complex and detailed reports correspondence and other documents to summarize data on financial aid recipients awards and disbursements; maintains specialized information and complex interrelated files in filing systems.
9. Organizes plans and develops timelines and priorities to meet deadlines.
10. Maintains confidentiality of records and complies with the Family Educational Rights and Privacy Act (FERPA) regulations and protecting the privacy of student records.
11. Maintains documentation to comply with audit requirements.

REQUIRED QUALIFICATIONS

Associates degree in accounting or related field required.

Minimum of four (4) years of accounting or bookkeeping experience required including at least one (1) year experience in financial aid operations required.

Successful applicants for this position must possess the following knowledge skills and abilities or be able to explain and demonstrate that they can perform the essential functions of the job with or without reasonable accommodation:

• Ability to communicate effectively both orally and in writing using the English language with or without the use of an interpreter. Ability to effectively communicate orally with groups and/or individual and deal with peers the public and the community in a positive empathetic and professional manner.
• Ability to work effectively with populations representing diverse social economic cultural ideological and ethnic backgrounds life experiences and abilities including community members students faculty and staff.
• Ability to preform technical accounting and financial reporting work.
• Ability to follow established procedures and work independently to accomplish those procedures.
• Ability and willingness to manage a flexible work schedule with self-discipline including travel various hours and possible weekends/evenings as well as work days at other college locations.
• Exhibit a high level of computer literacy sufficient to use software such as email word processing spreadsheets and databases to produce correspondence documents and reports. Ability to use Internet Microsoft Outlook Word and Excel as needed.
• Ability to plan organize and carry out activities independently. Strong time management skills to support efficient work production and meet deadlines.
• Ability to work with time deadlines and a high level of accuracy using independent judgement in determining college and student eligibility.
• Clear understanding of the role of registration and student records in protecting the integrity of the academic -depth knowledge of FERPA and records security.
• Knowledge of the administration of federal financial aid programs processes and regulations with such knowledge maintained through regularly attending industry workshops and webinars monitoring agency updates and engaging with financial aid peers at state and national levels.
• Knowledge of computerized student information systems computer applications in admissions/registrar services related technologies and experience with systems development implementation and enhancement.
• Ability to develop and apply flexibility resourcefulness and creative approaches to solve problems with an understanding of the institution-wide systems.

PREFERRED QUALIFICATIONS

SPECIAL REQUIREMENTS OR LICENSES

None.

SUPPLEMENTAL INFORMATION

Southwestern Oregon Community College only accepts applications through this online application system. We want you to be successful in applying with us. We highly encourage you to complete and submit your application in advance of the deadline.

For assistance with this please For technical assistance with your application please call .

Please note: We recognize that our application process can be lengthy so before you begin please read all of the stated requirements to determine if you meet them. Applicants must meet all of the stated minimum/special qualifications and additional requirements to be considered for this position. Based on your responses to the qualifying questions the system may automatically screen you out from further consideration.

Required documents must be provided at the time of application. Please remove any personal information such as photographs date of birth gender social security number and other protected information from your containing protected information will be considered incomplete. Incomplete applications will not be considered.

Positions are subject to budget consideration and approval. For the candidate who is hired into this position salary placement will be based on guidelines in administrative policies and procedures or collective bargaining agreements (as applicable). For this reason please be sure to include everything in your application that you want the college to consider towards placement.

The college does not sponsor employees in the visa application process if they intend to use this as their means to work in the United States. This means that all required work visas must be in place and supported by appropriate evidence to be employed by Southwestern.

Final candidates will be subject to a criminal background check as part of the employment process.

REASONABLE ACCOMMODATION STATEMENT

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this job.

This job description is a general description of essential job is not intended as an employment contract nor is it intended to describe all responsibilities skills effort or work conditions associated with the job someone in this position would perform. All employees of Southwestern Oregon Community College are expected to perform tasks as assigned by Southwestern Oregon Community College supervisory/management personnel regardless of job title or routine job duties.

VETERANS PREFERENCE STATEMENT

Applicants are eligible to use Veterans Preference when applying with Southwestern Oregon Community College in accordance with ORS 408.225 408.230 and 408.235; and OAR and . Preference will only be given if the applicant meets the minimum qualifications and any special qualifications for the position and electronically attach the required documentation at the time of application.

DOCUMENTS REQUIRED:

• MEMBER COPY 4 of the Certificate of Release or Discharge from Active Duty (DD Form 214 or 215) OR Letter from the US Dept. of Veterans Affairs indicating a non-service connected pension.
• Disabled Veterans must also submit a copy of their Veterans disability preference letter from the Department of Veterans Affairs.
  • You can request copies of your military service record through the National Archives website at: information regarding Veterans Preference qualifications visit the following website: is the policy of Southwestern Oregon Community College Board of Education that there will be no discrimination or harassment on the grounds of race color gender marital status sexual orientation religion national origin age political affiliation parental status veteran status or disability in any educational programs activities or employment. Persons having questions about equal opportunity and nondiscrimination should contact Vice President of Administrative Services in Tioga or TDD . All other issues concerns and complaints should also be directed to the Vice President of Administrative Services for referral to the appropriate Manager.

    
    

    Annual Campus Crime/Annual Fire Safety (Clery Act) Report

    The Jeanne Clery Disclosure for Campus Security Policy and Campus Crime Statistics Act (formerly the Campus Security Act) is a federal law that requires institutions of higher education to disclose campus security information including crime statistics for the campus and surrounding area. As a current or prospective Southwestern student or employee you have a right to obtain a copy of this information. You may review this information here:Annual Campus Crime/Annual Fire Safety (Clery Act) Report. You may also obtain a hard copy of this information upon request by contacting Administrative Services at .