Financial Aid and Work Study Coordinator

Christopher Newport University - Newport News, VA4.2

Full-timeEstimated: $49,000 - $68,000 a year
Position Information
Working Title Financial Aid and Work Study Coordinator
Position Number FA406
FLSA Exempt
Appointment Type Full Time
Sensitive Position No
Sensitive Position Statement
A sensitive position requires a fingerprint-based criminal history Check.

Campus Security Authority Yes
Campus Security Authority Statement
This position is designated as a Campus Security Authority. A Campus Security Authority (or CSA) is defined as an “official of the institution with significant responsibility for student and campus activities”. A CSA is required to immediately report any crime that is reported to them to the University Police who will then review, evaluate, and investigate the reported crime. Annual training is required by the Department of Education for all personnel who have been designated as a Campus Security Authority.

Designated Personnel Yes
Designated Personnel Statement
This position is a “designated position” meaning this position could potentially be required to work (depending on the event) during an emergency closing.

Statement of Economic Interest No
Statement of Economic Interest Statement
This position may require a Statement of Personal Economic Interest.

Restricted Position No
Restricted Position Statement
A restricted position would be subject to availability of funding.

Chief Objective of Position
The Financial Aid and Work Study Coordinator is responsible for managing a case load of student records equating to approximately $10M in federal, state, and institutional aid to include application review, verification and c-flag processing, resolution of conflicting information, aid determination and revised awarding based on the addition of external aid and resources. The Coordinator must ensure compliance with federal, state and institutional policies and regulation. Counsels students and their families on the financial aid application process, student eligibility and the availability of additional financial resources. Responsible for the management of the $100K Federal Work Study program to include awarding, work authorization, monitoring student hours and earnings, reconciling the program funds and ensuring the federal allocation is properly spent. Must ensure that at least seven percent of the allocation be used to employ students in community service positions with at least one student employed as a reading tutor for children in a reading tutoring project or performing family literacy activities in a family literacy project. Prepares monthly usage reports. Communicates with supervisors, payroll staff and the students. Develop and manage a Financial Literacy Program to educate prospective and current students on financial resources and money management. Perform outreach in the local community and assist with on-campus events.

Work Tasks
Quality Assurance, Federal Verification and Revised Packaging

  • Sustains knowledge of Title IV and State Council of Higher Education for Virginia Legislation and U.S. Code that relate to the student financial assistance programs for higher education;
  • Maintains complex data review/input/retrieval systems for processing and awarding throughout the year;
  • Receives and properly inputs a variety of financial aid documents. Prior to input, reviews all documents for accuracy and ensures adherence to federal, state and University regulations regarding Federal verification, Selective Service compliance, default clearance, Social Security verifications, etc.;
  • Reviews income verification to ensure that all appropriate schedules and documentation have been submitted with the IRS forms. When documentation submitted is incomplete, notifies students;
  • Reviews subsequent ISIR transactions on an on-going basis. Recalculates eligibility and makes appropriate adjustments to the student record, award, and/ or disbursement, and when necessary, communicates change(s) to the Federal or state government;
  • Monitors and reviews external aid sources and waivers to ensure that all resources are appropriately accounted for on the student record and calculated as part of the student’s eligibility. Ensures that budgets are accurate, awards are revised as needed, and that over-awards are resolved through recalculations and re-awarding;
  • Performs a series of quality assurance reviews to ensure financial awards are in compliance with federal, state, and institutional regulations and guidelines;
  • Ensures students are maintaining Satisfactory Academic Progress (SAP) according to federal and state regulations. Ensures that students on SAP Appeal are meeting the conditions of their appeal in order to maintain eligibility.
Needs Analysis and Awarding

  • Determines the eligibility of applicants for federal, state, and university financial aid funds in line with the statutory authority for the system of analysis used to calculate financial need. This includes, but is not limited to, formulating cost of attendance budgets, calculating expected family contribution (EFC) using federal methodology formulas, and exercising professional judgement authority. It further includes appropriate follow-up where deemed necessary to clarify discrepancies in the data and/or award;
  • Evaluating procedures requires a thorough knowledge of federal, state, and university policies and regulations, complex need analysis methodologies and general IRS tax policies for analysis of federal tax return data. In addition, the individual is required to maintain a consistent work pace to ensure assigned evaluations are reviewed in a timely manner;
  • Determines the type and scope of student financial aid packages to include all or some federal, state, university or outside need-based and/or non-need based assistance;
  • Award review requires an understanding of award packaging policies and relevant program regulations, administered by the federal Department of Education, the State Council of Higher Education for Virginia, and other internal and external agencies. This includes award design for students involved in special program areas, such as the Study Abroad Program, the Bonner Scholars Program, the President’s Leadership Program, the Honors Program, and other unique populations. It also requires an ability to ensure both the accuracy and timeliness of awards;
  • Ensures that student resources and external aid funds are appropriately reported and that students are awarded within the appropriate budget.
Coordination of Federal Work Study Program

  • Independently coordinates the Federal Work Study Program according to required federal and state, statutes and regulations. Independently manages the implementation, critical and direct oversight, and regulatory processes associated with the program;
  • Establishes strategies for the effective delivery of program aid awards to students to support institutional retention and recruitment goals;
  • Coordinates the assessment activities for the Work Study Program including setting goals and priorities, clarifying policy, and developing internal control procedures;
  • Reconciles Federal Work Study files, awards, payroll records, and funding for on- and off-campus positions to ensure institutional compliance and to demonstrate administrative capability as required by regulations;
  • Monitors adjustments, document scans, and system performance;
  • Collaborates with the Payroll Office to ensure students payroll sources are properly coded and that funds are appropriately disbursed and that payments are recorded within the federal regulations required for the distribution of allocations;
  • Collaborates with the Center for Career Planning to ensure the students are properly coded in the system to view availability of Federal Work Study positions;
  • Collaborates with the Center for Community Engagement and local organizations to incorporate the required community service and tutoring components into the program to ensure continued institutional eligibility and participation of the program;
  • Assists department supervisors with preparing positions and determining student budgets; notifies department supervisors and students of eligibility; advises students of employment rights and obligations;
  • Completes outreach and education on the University campus regarding the Federal Work Study Program and liaises with Career Services and other departments to place students in work study positions. This includes, but is not limited to the placement of students, payroll, and reconciliation of the FWS account. Responsible for providing employer and student FWS info sessions, as needed.
Outreach and Customer Service

  • Represents the Financial Aid Office at Open Houses, Admitted Freshman Day, etc. events on an annual basis. Serves as liaison with other University offices such as Admission, Registrar’s, Student Accounts, etc.;
  • Develop and manage a Financial Literacy Program designed to educate various target groups on financial topics such as paying for college, applying for scholarships, resources beyond the Free Application for Federal Student Aid (FAFSA), student loan repayment and general money management. Outreach will be performed in both the local community to high school students and on campus to current CNU students;
  • Performs various outreach initiatives and programs such as College Fairs, High School Nights, Super FAFSA Workshops, etc. to include public speaking, panel discussions, and question/answer sessions;
  • Provides information regarding all of the procedures and requirements of a financial aid program and the application process. Must be capable of making an accurate assessment and evaluation of a person’s application status and financial need determination and effectively communicates this information while meeting the privacy guidelines within FERPA regulations;
  • A variety of student circumstances may present themselves, so the financial aid coordinator must possess the ability to respond and communicate effectively while multi-tasking between processing tasks;
  • This position is designated as a “responsible employee” who has the authority to redress sexual violence, who has the duty to report incidents of sexual violence or other student misconduct, or who a student could reasonably believe has this authority or duty;
  • Develops and maintains very positive and professional customer service and/or relations within the office/department and with all constituencies to include students, faculty, staff, guests, and employees;
  • Demonstrates a positive and professional attitude and treats everyone with dignity and respect. Fully supports the “Student’s First” value at CNU and routinely goes the extra mile in providing service;
  • Safety issues are reviewed and communicated to assure a safe and healthy workplace and a reduction in work related absences;
  • Performs other duties as assigned.
Knowledge, Skills, Abilities (KSA's) required
Strong interpersonal relations skills; demonstrated ability to work harmoniously with a wide range of people, especially students and parents, and counsel effectively. Human relations skills; develop rapport; sensitivity; listening skills; provide support for others. Organizational skills; initiate new ideas; handle details; decision making; manage conflict; implement decisions; manage time; meet goals, accept responsibility. Strong administrative and interpersonal communications skills; excellent oral and written communication skills. Strong commitment to customer satisfactions. Strong problem solving and critical thinking skills. Ability to partner with others across the University and externally to exchange information, collaborate on projects, share resources, etc. Strong computer skills to include the ability to use and understand complex computer software programs. Ability to adapt to change and to learn about and integrate specialized and/or upgraded software packages utilized by the University.

Knowledge, Skills, Abilities (KSA's) preferred
Fluency in using standard office software packages. Demonstrated ability to address the essential functions associated with this position including the knowledge and abilities identified above – including knowledge of COD, FSA, ELM, and other FA websites. Technical fluency with Banner or equivalent information system; Microsoft Office Professional Suite, and Google mail and calendaring programs.

Required Education
Master’s degree in a related field; or Bachelor’s degree plus demonstrated, directly related work experiences that equates to an advanced degree.

Preferred Education
Experience Required
Experience in interpreting federal and state financial aid rules and regulations. Experience in managing and administering financial aid programs in a higher education environment. Experience in processing financial aid requests and eligibility determination. Demonstrated experience in dealing with difficult situations and diffusing customer conflict. Financial Aid compliance experience. Experience in working under the guidance of Family Education Rights and Privacy Act (FERPA) rules and regulations when handling education records.

Experience Preferred
Experience in an environment with responsibility for the management of fiscal programs. Familiarity with the Commonwealth of Virginia’s financial aid programs. People management and supervisory experience.

CNU Information
Selected by The Princeton Review to be included in The 384 Best Colleges: 2019 Edition, Christopher Newport University is a public school offering a private school experience — great teaching, small classes, and a safe, vibrant campus. A “student-first, teaching-first” community, CNU is dedicated to the ideals of scholarship, leadership and service. The University is located in Newport News, Virginia and enrolls 5,100 students. Academic programs at CNU encompass more than 90 areas of study, from biology to business administration and political science to the performing arts. The University has recently completed over $1 billion in capital construction on its 260-acre campus, generated over 7,500 applications for a freshmen class of 1,230 and has been ranked by U.S. News & World Report’s America’s Best Colleges guide as fourth among public regional universities in the South and 10th among all regional universities in the South. In addition, CNU is ranked third among all public schools for having "the highest proportion of classes with fewer than 20 students.” Christopher Newport University is committed to ensuring that all people are welcomed, honored and fully engaged in the life of our academic community. We seek exceptional and diverse candidates and encourage applications from individuals who are underrepresented in their profession. For further details and information about Christopher Newport, visit

Posting Detail Information
Posting Number AP028P
Number of Vacancies 1
Posting Date 11/12/2018
Application Deadline 12/16/2018
Application Instructions
Interested parties are requested to submit a cover letter; current resume; and the names, addresses, and telephone numbers of at least three professional references at the time of application. Review of applications will begin December 16, 2018. Applications received after December 16, 2018, will be accepted but considered only if needed. Search finalists are required to complete a CNU sponsored background check.

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EEO Statement
Christopher Newport University, an EO Employer, is fully Committed to Access and Opportunity.