Financial Aid Program Specialist

Heidelberg University is seeking to hire a Financial Aid Program Specialist. The Financial Aid Program Specialist is responsible for the administration and processing of federal, state, institutional, private, and military financial aid programs. This position serves as a key member of the Financial Aid team and is responsible for FAFSA processing, federal and private loan administration, VA and military educational benefits, Perkins Loan liquidation activities, financial aid packing support, student counseling, and regulatory compliance.

The Financial Aid Program Specialist works closely with students, families, campus partners, and external agencies to ensure the accurate and timely delivery of financial assistance while maintaining compliance with federal, state, and institutional regulations. This position reports directly to the Director of Financial Aid.

Essential Duties and Responsibilities

Federal Processing and Eligibility Determination

* Import, review, and process Institutional Student Information Records (ISIRs) received through federal systems and institutional software platforms.

* Monitor daily federal data exchanges and ensure timely resolution of transmission errors, rejected records, comment codes, and conflicting information.

* Review and process FAFSA corrections, updates, and professional judgment adjustments as appropriate and in compliance with federal regulations.

* Evaluate student eligibility for federal financial aid programs and ensure accurate awarding and disbursement of funds (PELL, SEOG, Federal College Work Study, TEACH)

* Maintain accurate records and documentation in accordance with federal policies.

* Assist with federal reporting, reconciliation, audits, and program reviews as assigned.

* Monitor regulatory changes related to federal student aid programs and assist with implementation of process improvements and compliance updates.

Loan Administration, Counseling and Default Prevention

* Process Federal Direct Loans, including reviewing and importing loan originations, entrance counseling, and Master Promissory Notes.

* Certify, process, monitor, and disburse private educational loans in accordance with institutional and lender requirements using the Scholar Net system.

* Review, revise, and reconcile, federal and private loan records to ensure accuracy and compliance.

* Monitor loan eligibility and ensure timely loan disbursement to student accounts.

* Counsel student and families regarding borrowing options, loan eligibility, repayment obligations, and responsible borrowing practices.

* Respond to inquiries through in-person appointments, telephone, email and virtual meetings.

* Review student withdrawal activity and perform Return of Title IV (R2T4) calculations.

* Coordinate with the Registrar, Student Affairs, the Business Office and other campus offices to ensure timely and accurate processing of student withdrawals and federal aid adjustments.

* Conduct loan exit counseling for graduating, withdrawn, and less-than-half-time students.

* Review and respond to Borrower Defense claims.

* Serve as the primary administrator of the Perkins Loan liquidation activities using the UAS system.

* Participate in default prevention and loan management initiatives, including outreach to at-risk borrowers and implementation of strategies to reduce cohort default rates.

Veterans Affairs and Military Education Benefits

* Certify enrollment and report changes for students utilizing military related educational benefits.

* Maintain compliance with federal and state regulations governing military education benefits.

* Serve as primary contact for veterans, active-duty military personnel, reservists, National Guard members and eligible dependents.

* Coordinate benefit processing with appropriate federal and state agencies.

* Maintain records and reporting required for military-affiliated students.

Satisfactory Academic Progress (SAP)

* Review and evaluate student academic progress in accordance with institutional SAP policies and federal regulations.

* Process SAP evaluations and communicate results to students.

* Review SAP appeals and supporting documentation.

* Monitor academic plans and continued eligibility for students on warning, probation.

* Maintain accurate records and reporting related to SAP determinations.

Student Financial Aid Counseling

* Counsel prospective and current students and families regarding financial aid programs, borrowing options, repayment obligations, and financial literacy.

* Assist students in resolving financial aid issues and completing required documentation.

* Support enrollment and retention initiatives through proactive student outreach and counseling.

* Collaborate with campus partners to promote student success and financial wellness.

* Compliance and Program Administration

* Assist in maintaining compliance with federal, state, institutional, and accreditor regulations.

* Support the Director of Financial Aid with annual audits, program reviews, and compliance reporting.

* Maintain…