Financial Aid Specialist

Posted: 08/06/2023

SHIFT:  Day/evening hours, based upon the needs of the college

LOCATION:  Lakeshore Technical College – Cleveland, Wisconsin

POSITION SUMMARY: Advise enrolled and prospective customers concerning available financial aid. Maintain state grant, loan, and scholarship programs coordinating with TRIO and Scholarship departments. Support the Promise grant by educating current and prospective students on the grant eligibility and how to apply.  Provide one-on-one financial coaching and group presentations to current students with a focus on Sheboygan, Manitowoc and Cleveland adult education and English Language Learner students. Provide technical back up to the Financial Aid Manager. Provide an exceptional customer service experience to both internal and external customers throughout every interaction.  

REASONABLE ACCOMMODATIONS/ADA: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable qualified individuals with disabilities to perform the essential functions.

ESSENTIAL JOB FUNCTIONS (Other duties may be assigned):

•    Outside Scholarships:  Enter scholarships that come from private donors onto the scholarship update flyer. Disseminate scholarship information to appropriate divisions and websites. Collaborate with donors regarding operations as requested.

•    Scholarship Processing and Implementation:  Coordinate with the Scholarship department to manage student scholarship programs for LTC, managing the distribution of scholarship funds to awardees in coordination with Student Billing and Financial Services. Work closely with other LTC stakeholders including finance, admissions, and other student services to ensure effective scholarship management for students. 

•    Student Financials Navigator:  Work one-on-one with students to guide them through the process of paying for college, navigate FAFSA, understanding payment options and timing. Provide guidance on scholarship process along with accessing other services such as Emergency Grants and StudentShare. 

•    Promise Grant:  Educate current and prospective students on the eligibility of and how to apply for the Promise Grant through education workshops. Coordinate efforts with the TRIO department. 

•    Financial Coaching:  Help current students understand their financial situation and discuss recommended changes to enhance their financial situation as needed. This will include, but not limited to understanding Lakeshore account statement, budgeting, credit cards, credit scores, creating short- and long-term financial goals. Collaborate with Adult Education and ELL counselors and other student services staff to conduct outreach and provide one-on-one financial coaching and group presentations. Travel to Sheboygan, Manitowoc, and Cleveland sites.  Complete financial coaching professional development activities to stay updated on financial coaching strategies. 

•    Produce Office Communications:  Utilize appropriate software to set up, test, and produce communications. Assign and generate exit counseling communications to students who received student loan(s) and who are graduating, withdrawing, or do not return. Monitor incoming ISIRs for discrepancies and student outreach.  

•    Provide Exceptional Customer Service:  Advise enrolled and prospective customers concerning the financial aid process. Direct students to on-line forms, applications and scholarship information. Access database systems to answer financial aid questions. Provide frontline financial aid customer service to internal and external customers. Assist students with completing various types of forms, applications, and documentation needed for the completion of the financial aid file. Explain technical or complicated information concerning individual financial aid eligibility awards/in an informed and sensitive manner.

•    Perform Financial Aid Functions:  Update financial aid file requirements as needed. Utilize appropriate software to design, test, and implement student financial aid online forms. 

•    Maintain Records of Financial Aid and Student Outreach:  Maintain accuracy and up-to-date information in the electronic student file using appropriate software and hardware. Scan, link, and import all applicable financial aid forms using multiple media such as paper, email, and NextGen software. Maintain accurate and up-to-date student contact activities and complete required grant reporting.

•    Maintain Compliancy:  Understand and apply all state and federal regulations pertaining to the application for and distribution of student financial aid. Assist financial aid manager as needed. Develop and implement procedures as needed. Participate in trainings and conferences as necessary to maintain current knowledge of latest regulations and guidance.

•    State Financial Aid Programs:  Nominate, award, and track financial assistance operated through HEAB for Nursing Loan, TIP Grant, Handicapped, Minority Retention Grant, Academic Excellence Scholarship, and Technical Excellence programs. Explain and communicate related district policies and procedures to federal and state agencies and/or other external sources.

•    Determine Satisfactory Academic Progress: Review each student aid recipient's academic performance and determine whether academic progress is being achieved and communicate results to internal and external customers. Analyze warning/probation/suspension/academic appeals and plans.


•    Experience with PeopleSoft preferred.
•    Proficient in Microsoft Office Suite and Internet-based software applications.
•    Working knowledge of educational software applications related to student data, record-keeping, and reporting.
•    Be familiar with basic hardware; create a simple text document in MS Word, use and maintain voice mail, use file manager, use network file manager, use and maintain a personal calendar, navigate through Windows, access PeopleSoft, understand database concepts, send and receive attachments, access a bulletin board, navigate through the Internet, schedule meetings, use email to communicate.
•    Subscribe and unsubscribe to external listservs, set up and use a laptop and printer, use mail merge in MS Word, and create simple charts and graphs, and possess ability to create/read spreadsheets. Perform MS Excel functions such as conditional formatting, subtotaling, pivot tables, sorting, filtering, and combining lists.
•    Use the net commercially (Internet courses). 

•    Knowledge of LTC District and WTCS programs beneficial.
•    Experience in higher education preferred.
•    Ability to work with and maintain confidential information is required.
•    Ability to coordinate multiple tasks under pressures of deadlines.
•    Other required skills include exemplary customer service, attention to detail, telephone techniques, human relations, oral and written communication skills, problem solving skills, typing, data entry, proofreading, and standard math computations.
•    Function with initiative, flexibility, and creativity in a fast-paced environment; apply appropriate protocols; and work with high-volume demands.
•    Ability to deal with customer concerns and frequent interruptions.
•    Exemplify college values in all staff and student interactions, as well as services delivered. 
•    Ability to establish and maintain effective working relationships and relate successfully with staff, students, and people of diverse cultural, social, or educational backgrounds.
•    Fluent, bilingual individuals are beneficial.
•    Previous experience in financial coaching preferred. 

•    Associate degree or equivalent in a related discipline required.
•    Two to three years recent relevant occupational experience required.

•    Valid State of Wisconsin driver's license required.

•    While performing the duties of this job, the employee is regularly required to sit and talk or hear.
•    The employee frequently is required to stand; walk; use hands to finger, handle, or feel objects, tools, or controls; and reach with hands and arms. 
•    The employee is occasionally required to climb or balance and stoop, kneel, crouch, or crawl.
•    The employee must occasionally lift and/or move up to 25 pounds. 
•    Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
•    Work environment may require multi-tasking.  
•    The noise level in the work environment is usually moderate. 

•    Employment conditional on completion of a Background Information Disclosure (BID) with the results acceptable to the College.
•    Valid State of Wisconsin driver's license required or access to reliable and flexible transportation to commute from one job site to another.

This job description is designed to cover the basic functions of the job and is not considered a detailed description of every job duty that is required, other duties may be assigned as needed. Duties, responsibilities, and activities may change at any time with or without notice to ensure the successful delivery of organizational objectives. 

Comments:  Must work beyond normal work schedule during peak times and for events as needed. Must not be default or delinquent on student loans.