Jobs at Prescott College

Student Success Financial Aid Associate I - Full Time


Job ID#: 18-0914
Department: Financial Aid
Job Type: Staff - Full-time
Date Posted: Fri, 14 Sep 2018
Position Fill Date: Open until filled
Reports to: Director of Financial Aid

Job Summary   (Return to top)

Serve as an initial point of contact for the financial aid department as well as on occasion for the entire One-Stop Student Success Center which encompasses financial aid, registrar, student billing, and Veterans' benefits certi fication    .

Facilitates the transfer of data between campus systems and the Department of Education and Veterans Affairs, identifying and resolving issues as they arise.

Depending on skills, interest, and experience, may also serve as the Veteran's Certifying Official for the campus and be the primary point of contact for student veterans seeking to use Veterans' education benefits. Alternatively, individual may serve as the primary outside scholarships contact and/or department website coordinator, or other duties as assigned to support seasonal financial aid department needs.

Essential Responsibilities   (Return to top)


One full time and one part time position available. Full-time staff member will be assigned primary duties from 2 of the 3 following areas and part-time individual will be assigned to the remaining area.  These two individuals provide back-up support to each other.  Skills, prior experience, and interest of the candidate will be taken into consideration in assigning primary duties.

 Financial Aid Operations: 

  • This individual has primary oversight of data in the financial aid software system (PowerFAIDS}, ensuring regularly that data is as accurate and complete as possible.
  • Run a biweekly (2 times per week) data integration process from admissions database (Radius) and the campus student information system (Power Campus) to the financial aid software system (PowerFAIDS). Identify and track issues and work with IT and admissions to troubleshoot and resolve integrity issues.
  • Run anticipated aid report files for student billing and status reports for Admissions.
  • Transmit and receive data files between processing centers for U.S. Dept of Education Student Financial Aid (including CPS, COD, and NSLDS) and the college and import selected  files into PowerFAIDS.
  • Generate and send financial aid communications including award letters, follow up letters, missing items letters, etc.
  • Coordinate mailings for the financial aid office.
  • Monitor and order office supplies and external publications for the student success center.
  • Provide back-up One-Stop Student Success Center front desk coverage, assisting students, parents, and external customers with general financial aid, registrar, student billing, veterans ' certification and career services questions.

 Financial Aid Level 1 Counseling:

  • Primary responsibility for ensuring that all financial aid main office e-mail and voice mails receive responses by appropriate staff in a timely manner.
  • Respond to inquiries and advise students and parents relative to various
  • financial aid programs (i.e., eligibility criteria, application procedures, verification  standards,  academic  progress requirements).
  • Explain institutional policies and federal regulations as they relate to financial aid eligibility .
  • Provide clarification and advising on appeals processes, verification, estimating unpaid charges to school after aid is processed.
  • Scan e-mail attachments and mail to student files using document imaging software.
  • Download electronic forms and scans to student files
  • Provide first level review of all incoming documents including outside scholarship checks.  Flag more complex documents for further review.
  • Update document tracking in PowerFAIDS student module of all documents sent via any method to the financial aid office by students or parents.
  • Serve as primary web content manager for the Financial Aid Office including maintaining the outside scholarships web listings.
  • Complete short term projects as they arise and other duties as assigned.

Veteran's Certifying Official:

  • Certify Veteran Administration (VA) benefits for all students for all academic programs at Prescott College
  • Verify courses enrolled meet degree plan requirements and report distance versus residential programs appropriately for correct housing allowance
  • Evaluate eligibility for VA benefits , maintain student records as required by VA, and maintain notes in Power FAIDS .
  • Report enrollment changes, tuition changes, etc. to VA within required timeframes
  • Serve as primary  contact for  student  inquiries relating to  VA
  • Work in conjunction with Director to prepare for annual state approving agency audits.
  • Keep apprised of updates and changes to VA eligibility  and update procedures  as needed
  • Serve as chair of the campus-wide Veterans Steering Committee.

Education and Experience   (Return to top)


  •  Minimum of one year related office experience.
  • College degree (associates or bachelor's) preferred, or combination of high school diploma and equivalent work experience.
  • Strong customer service, organizational and technical skills required.
  • High level of proficiency in MS Excel and Word, and knowledge of relational databases preferred.
  • Familiarity with higher education institutions.
  • Previous experience with Department of Veterans' Affairs certifying, financial aid or in another highly regulated field preferred.

AUTOMONY AND ORGANIZATIONAL IMPACT: Must work independently, using discretion and tact when communicating with students, parents, faculty and staff. Must use good judgment to triage incoming calls and walk-ins and to determine when referrals to other staff are appropriate. The incumbent must also be able to balance conflicting priorities that pop up on a regular basis and be able to function well with frequent interruptions.

Accurate and timely completion of the above responsibilities is crucial to the awarding of Veteran benefits; the colleges' continued compliance with federal guidelines and regulations; and to providing appropriate standard of customer service to our constituents. Also exercises decision making responsibility when collecting and tracking financial aid files, federal forms, loan applications and incoming financial aid payments which includes grants and scholarships.

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit; use hands and fingers; and talk or hear. The employee is occasionally required to stand; walk; reach with hands and arms; and stoop, kneel, or crouch. The employee must occasionally lift and/or move  up to  50 pounds.  Specific  vision  abilities  required  by this job include  close vision.

WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.

Minimum Requirements   (Return to top)


Prescott College is committed to Equal Opportunity Employment and supports excellence through diversity.   We encourage qualified applicants from historically underrepresented groups along with Veterans and AmeriCorps, Peace Corps and other national service alumni to participate in our recruitment efforts.