Financial Aid​/Scholarship Coordinator

SCHOLARSHIP & FINANCIAL AIDS (NW-SAID-IUNWA)

The mission of the Office of Financial Aid and Scholarships is to provide resources, guidance, and financial assistance for students pursuing educational goals while complying with federal, state and university regulations and guidelines.

• Coordinates processing and tracking of institutional and donor-funded scholarships for the IU Northwest campus.
• Maintains and reconciles scholarship award records to ensure accuracy between financial aid systems, student accounts, and internal tracking tools.
• Supports scholarship awarding cycles including eligibility review, documentation verification, and award adjustments.
• Prepares and maintains detailed scholarship tracking spreadsheets and reconciliation reports for campus and foundation-funded awards.
• Partners with campus offices and scholarship stakeholders to confirm eligibility criteria, funding availability, and award distribution timelines.
• Monitors scholarship balances and assist with term and year-end reconciliation activities.
• Assists with compliance review of scholarship files to ensure adherence to federal, state, university, and donor requirements.
• Supports student communication related to scholarship status, missing documentation, and award conditions.
• Identifies record discrepancies and resolves or escalates issues to leadership as appropriate.
• Provides operational support during peak awarding and packaging periods.

• Serves as an information resource to students, potential students, and their families; explains the policies and procedures involved in applying for financial aid and/or scholarships.
• Processes and monitors files for applications and awards; updates as necessary for accuracy and completeness; ensures compliance with state and federal regulations.
• Responds to email, phone, and in-person inquiries from applicants regarding status of application; notifies applicant of final decision.
• Monitors financial aid and/or scholarship accounts on a continuing basis; ensures compliance with scholarship requirements.
• Provides administrative and clerical support to department staff including word processing and scheduling.
• Develops and updates written informational materials regarding the policies and procedures involving in applying for financial aid and/or scholarships.
• Compiles and analyzes data and prepares various reports. Designates and completes audits on a regular basis. Identifies situational anomalies the require analysis and/or escalation.
• May provide guidance to other financial aid/ scholarship coordinators; takes on complex or escalated customer issues, referring to manager as appropriate. May make process recommendations to manager for improved operational efficiency.

Combinations of related education and experience may be considered. Education beyond the minimum required may be substituted for work experience. Work experience beyond the minimum required may be substituted for education.

• High school diploma or equivalent (such as HSED or GED).

• Bachelor's degree, ideally in business, public administration, finance, or a related field

• 4 years in customer service, office experience, or related field.

• Experience working with complex data and/or records services in a team environment.
• Experience working in a higher education financial aid or scholarship office.
• Experience supporting scholarship awarding, fund tracking, or aid packaging processes.
• Experience working with student information systems and financial aid platforms (such as People Soft or similar systems).
• Experience reconciling financial aid or scholarship accounts.
• Experience working in a compliance-driven, student-facing administrative environment.
• Experience collaborating with multiple campus departments on student funding matters.

• Proficient communication skills.
• Maintains a high degree of professionalism.
• Demonstrates time management and priority setting skills.
• Demonstrates a high commitment to quality.
• Possesses flexibility to work in a fast paced, dynamic environment.
• Highly thorough and dependable.
• Possesses a high degree of initiative.
• Ability to build strong customer relationships.
• Demonstrates analytical skills.
• Demonstrates problem solving skills.
• Strong basic math skills.
• Commitment to working with people of diverse backgrounds.
• Ability to interpret federal, states, and institutional rules and regulations and required procedures associated with compliance.

• Advanced proficiency in Microsoft Excel, including formulas, lookups, pivot tables, and data validation.
• Strong spreadsheet-based tracking and reconciliation skills.
• Ability to analyze scholarship and financial aid data for accuracy and completeness.
• Ability to manage high-volume record review with strong attention to detail.
• Strong written communication skills for student-facing scholarship communications.
• Ability to interpret scholarship criteria and funding rules and apply them…