Financial Aid and Student Services Administrator

Job Summary

The Financial Aid and Student Services Administrator is the primary point of contact for prospective and current students dealing with federal, state, and institutional financial aid and scholarships. Skills required include being personable and having strong math and analytical skills necessary to assist students in how to finance degree and non‑degree programs while complying with federal, state, and school regulations, policies, and guidelines.

Activities include managing financial aid and scholarship databases, reporting information, collaborating with the business office, and providing administrative support to students and departmental goals. The team member must be organized and pragmatic, an ambassador to the school, and possess excellent listening, communication, and customer service skills to support financial aid efforts. Reporting to the Director of Enrollment Management, the Financial Aid and Student Services Administrator collaborates with the rest of the Meadville Lombard staff and faculty to facilitate financial aid, scholarship, and student services processes, including ADA, TITLE IX, and other financial transactions.

• Duties will include conducting financial aid interviews with prospective students, determining eligibility, documenting verification, collaborating on scholarship determinations, preparing award packages, processing financial aid disbursements each term, and processing federal student loans.
• Coordinates processing and tracking of institutional and donor‑funded scholarships.
• Provides information and answers to questions relating to financial assistance available to prospective and current students.
• Troubleshoots general financial aid issues and provides feedback.
• Helps students understand the procedures and policies of the financial aid process.
• Provides resources to educate students about student debt, such as responsible debt loads and debt repayment upon graduation.
• Provides counsel to students regarding financial needs and problems, eligibility, and procedures, and recommends financial aid opportunities.
• Works with Veteran Affairs to ensure proper financial aid support for active duty and retired military personnel.
• Provides resources to help students determine responsible debt loads during their academic career and plans to repay the debt upon graduation based on various factors, including anticipated salary levels associated with chosen professional career choices.
• Communicates with students about scholarship status, documentation, and award conditions. Be willing to work with student activities groups when necessary.
• Maintains and reconciles scholarship award records to ensure accuracy between financial aid systems, student accounts, scholarship reporting, and internal tracking tools. Adjust awards when appropriate.
• Prepares and maintains detailed scholarship tracking spreadsheets and reconciliation reports for campus and foundation‑funded awards.
• Prepares reports for and submissions to external agencies.
• Oversees the daily management of the electronic financial aid process, including the retrieval, posting, and reconciliation of data from various sources (e.g., SIS, ISIRs, COD, NSLDS).
• Monitors scholarship balances and assists with term and year‑end reconciliation activities.
• Assists with compliance review of scholarship files to ensure adherence to federal, state, school, and donor requirements.
• Identifies record discrepancies and resolves or escalates issues to leadership as appropriate.

• Stay up to date and have the ability to interpret federal, state, and institutional rules, procedures, and regulations.
• Compiles and analyzes data and prepares various reports. Designates and conducts audits regularly.
• Develops and updates written informational materials regarding the policies and procedures involved in applying for financial aid and/or scholarships.
• Coordinates with internal MLTS resources to provide student services promptly.
• Contributes to preparing financial aid reports.
• Assists with distributing and collecting enrollment, admissions, and financial aid information.
• Make process recommendations to leadership for improved operational…