| Purpose of the Position: |
The Financial Aid Counselor supports the University’s enrollment management, recruitment, retention, and revenue goals by providing financial aid guidance and administering assigned financial aid programs. The position works directly with students, parents, guardians, and community-based organizations to help students navigate the financial aid process, make informed decisions about financing their education, enroll at the University, and persist toward degree completion.
The Financial Aid Counselor is responsible for the effective, accurate, and compliant administration of one or more significant financial aid programs. Responsibilities include interpreting and applying applicable federal, state, and institutional regulations and policies; developing, implementing, and communicating policies and procedures; and meeting institutional, state, and federal reporting requirements associated with assigned programs.
The position requires proficiency in technical systems and reporting tools, including Banner, Argos, Xtender, and other program-specific applications, to support student services, program administration, data analysis, and regulatory compliance. Working collaboratively with the Office of Financial Aid team, the Financial Aid Counselor helps develop and implement annual financial aid awarding processes, operational procedures, and proactive outreach initiatives focused on completing financial aid files, financial literacy, and financial planning.
The Financial Aid Counselor also develops and supports program-specific communication strategies and provides guidance to internal and external constituents regarding financial aid eligibility, requirements, and available resources. Through effective program management, student counseling, and cross-departmental collaboration, the position directly supports enrollment yield, student retention, institutional revenue, and the University’s broader enrollment management objectives. The position carries significant fiscal responsibility for the financial aid programs assigned.
DUTIES AND RESPONSIBILITIES:
Exercise discretion and independent judgment in advising and counseling students, parents, and prospective students on educational financing options, including scholarships, grants, loans, student employment, and financial counseling.
Serve as a financial aid advisor through scheduled in-person and telephone appointments.
Respond to inquiries and provide counseling to currently enrolled students, prospective students, and parents through effective in-person, written, telephone, and email communication.
Assist with professional judgment reviews of student financial aid files and make adjustments as appropriate in accordance with federal regulations and institutional policies.
Provide individualized and group counseling on student loans, borrowing options, repayment obligations, and overall student indebtedness.
Award, revise, and approve financial aid in accordance with applicable program regulations, established policies, procedures, and internal controls.
Assist students with specialized financial aid needs, including Study Abroad, Vocational Rehabilitation, graduate education, and international student eligibility and funding requirements.
Interpret and maintain current knowledge of federal, state, and institutional policies, procedures, and regulations governing financial aid, student employment, and scholarships.
Participate in the review, revision, and interpretation of complex regulations, policies, and procedures related to financial aid, scholarships, and assigned specialty areas.
Provide guidance and assistance to financial aid staff to ensure processing activities comply with established policies, procedures, and regulatory requirements.
Verify required documentation, including tax returns and federal verification forms, as necessary to complete federal verification and Professional Judgment reviews.
Process Satisfactory Academic Progress (SAP) appeals, Professional Judgment requests, and other financial aid appeals in accordance with applicable regulations and institutional policies.
Review and adjust financial aid awards based on changes in enrollment, academic program, eligibility, or other relevant circumstances.
Review financial aid overawards and make appropriate adjustments in accordance with applicable regulations and institutional procedures.
Exercise professional judgment when evaluating unusual financial circumstances to determine whether adjustments to a student's financial aid eligibility are warranted.
Assist with federal verification, financial aid awarding, and other processing initiatives and projects as needed.
Verify cost of attendance information and financial aid offers for external organizations, as requested.
Cross-train with other financial aid teams and assist with processing responsibilities to support departmental operations and workload demands.
Advise students and families regarding financial aid application processes, important deadlines, types of aid, eligibility requirements, financing options, and available resources.
Provide individual and group financial aid counseling, including student loan counseling, borrowing and repayment information, and financial literacy education.
Exercise discretion and independent judgment in researching and responding to complex inquiries involving financial aid, scholarships, and specialized programs.
Continually assess customer service practices to identify and address issues that may affect service quality, responsiveness, and the student experience.
Assist students with unusual or complex financial aid circumstances and identify appropriate resources and solutions.
Participate in planning and implementing departmental events and initiatives designed to support specific student populations and institutional objectives.
Assist the Office of Admissions with recruitment events by delivering presentations, conducting workshops, and staffing financial aid resource tables.
Exercise independent judgment in providing financial aid guidance and support to academic colleges and university departments as needed.
Assist in developing, reviewing, and updating financial aid consumer information, publications, brochures, and other educational materials for current and prospective students, families, university departments, and other institutional audiences.
Represent the Office of Financial Aid in Enrollment Management initiatives and campus-level activities as assigned.
Participate in internal and external training opportunities, workshops, conferences, and webinars related to financial aid administration, regulatory compliance, and assigned specialty areas.
Attend staff meetings, departmental retreats, and other meetings as assigned.
Maintain professional knowledge of emerging financial aid requirements, best practices, and institutional initiatives to support effective service delivery and departmental goals.
Collaborate with the Financial Aid Manager in coordinating and administering the institutional scholarship process.
Prepare candidate lists and supporting information for scholarship recipient selection committees.
Schedule and coordinate meetings and communications with scholarship selection committees to support timely and effective award decisions.
Enter and maintain competitive scholarship awards in Banner in accordance with established procedures.
Assist in administering the outside scholarship process, including receiving and processing scholarship checks and electronic funds transfers (EFTs), posting corresponding awards in Banner, and returning funds when necessary.
Maintain the University of Alabama in Huntsville's Outside Scholarships webpage and review requests for scholarship postings to ensure information remains accurate and current.
Process athletic scholarship awards in Banner and reconcile award information with the NCAA database to ensure accuracy and compliance with applicable requirements.
Administer Dual Enrollment scholarship programs, including award processing and coordination with relevant university offices.
Coordinate and administer financial aid processes for Cooperative Education (Co-op) students.
Coordinate financial aid processes for Study Abroad participants, including reviewing eligibility and making appropriate adjustments to aid as needed.
Assist with scholarship renewal activities, including reviewing renewal eligibility and processing awards in accordance with established scholarship requirements and institutional policies.
Recruit, hire, train, schedule, and supervise 6–8 student employees assigned to the Office of Financial Aid front desk.
Train and provide ongoing guidance to student employees in responding to walk-in customers, telephone inquiries, and email communications in a professional and customer-focused manner.
Monitor student employee performance and ensure front desk operations provide timely, accurate, and courteous service to students, families, and other university constituents.
Serve as a member of the Financial Aid Satisfactory Academic Progress (SAP) Committee, participating in the review and evaluation of student appeals in accordance with applicable policies and regulations.
Serve as a member of the Financial Aid Scholarship Appeals Committee, assisting in the review and consideration of scholarship appeals in accordance with institutional policies and eligibility requirements.
Serve as a member of the Financial Aid Professional Judgment Committee, participating in the evaluation of requests involving unusual financial circumstances and determining appropriate adjustments in accordance with federal regulations and institutional procedures.
|