SUMMARY
This position provides comprehensive financial aid, student accounts, and veteran education benefits services while supporting student financial wellness and success. The role combines personalized financial case management with technical expertise in financial aid administration, student billing, and ERP system support. The position ensures compliance with federal, state, institutional, and Veterans Affairs regulations while helping students develop and implement financial plans that support persistence, completion, and long-term financial well-being. The position also serves as a key resource for financial aid systems administration, process improvement, and operational continuity..
ESSENTIAL DUTIES AND RESPONSIBILITIES INCLUDE
1. Personalized Financial Success Planning and Financial Case Management
- Conduct individualized financial success planning sessions with students to assess financial circumstances, identify barriers, and develop personalized funding strategies that support educational and career goals.
- Maintain an assigned caseload of students, providing ongoing financial coaching, counseling, and case management throughout the student lifecycle.
- Advise students and families regarding financial aid eligibility, FAFSA completion, loan counseling, budgeting, financial literacy, debt management, and available funding resources.
- Connect students with emergency funding programs, financial wellness resources, and institutional support services to address financial barriers to student success.
- Collaborate with advising, admissions, student success, and academic support teams to provide coordinated interventions and support student persistence and completion.
- Participate in outreach and recruitment activities that promote financial aid awareness, affordability planning, and financial wellness education.
2. VA School Certifying Official (SCO)
- Serve as the institution's School Certifying Official (SCO), certifying student enrollment and processing enrollment changes with the U.S. Department of Veterans Affairs in an accurate and timely manner.
- Advise prospective and current veteran and military-connected students regarding education benefit eligibility, certification requirements, documentation, and academic policies that may affect benefits.
- Monitor student eligibility and compliance with VA education benefit regulations while maintaining accurate certification records, reconciling VA payments, and preparing required reports.
- Collaborate with Financial Aid, Admissions, Registrar, Business Office, and Student Success staff to support benefit administration, regulatory compliance, and exceptional service to veteran and military connected students.
3. Provides Comprehensive Financial Aid & Billing Support, Manages Student Payments & Financial Transactions, and Ensures Compliance & Accuracy in Financial Aid Processing
- Provide comprehensive customer service and support to students, families, faculty, and staff regarding financial aid, student accounts, billing, payment plans, loans, scholarships, grants, and institutional funding programs.
- Process, review, verify, package, and administer financial aid in compliance with federal, state, Veterans Affairs, and institutional regulations.
- Review financial aid files, verification documents, appeals, and exception requeststo ensure accuracy, completeness, and regulatory compliance.
- Maintain accurate financial aid records and student account information within institutional systems.
- Manage student billing, payment processing, refunds, stipends, receivables, and other student financial transactions.
- Reconcile student payments, deposits, financial aid disbursements, and related accounts to ensure financial accuracy and accountability.
- Support financial aid reporting, reconciliations, audits, and compliance reviews required by institutional, state, federal, and VA agencies.
- Monitor student eligibility, satisfactory academic progress, enrollment status, and compliance requirements affecting financial aid and veteran education benefits.
- Assist in maintaining operational continuity, supporting workflow coordination, and serving as a resource for team members as needed.
- Maintain confidentiality of student and financial records in accordance with FERPA and other applicable regulations.
4. Financial Aid Systems Support and Administration
- Serve as a back- up and support for the financial aid and student account system module owner within the College's ERP and related technology systems.
- Analyze, configure, maintain, and enhance financial aid system functionality to improve operational efficiency, service delivery, compliance, and data accuracy.
- Develop and maintain reports, queries, workflows, and automated processes that support departmental operations and data-informed decision-making.
- Identify system issues, recommend solutions, and coordinate testing and implementation of system enhancements.
- Document procedures, create training materials, and provide guidance to staff regarding financial aid processes and system functionality.
- Collaborate with Enterprise Systems and Information Technology Services and other departments to support system integrations, upgrades, and process improvements.
- Monitor system performance and recommend continuous improvements that strengthen operational effectiveness and student service delivery.
TRAINING AND EXPERIENCE
- Education & Experience – Associate’s degree in accounting, business, or a related field, with a minimum of three years of relevant experience; or an equivalent combination of education and experience sufficient to successfully perform the essential duties of the position. Prior experience in financial aid, student accounts, or a higher education setting is preferred.
- Strong Organizational & Multitasking Abilities – Highly organized and detail-oriented, with the ability to manage multiple projects simultaneously, track critical deadlines, and ensure accuracy in financial transactions. Demonstrated ability to work independently while also contributing effectively within a team environment.
- Technology Proficiency – Skilled in the use of Microsoft Office Suite, student information systems (SIS/ERP), and other financial management tools. Comfortable navigating digital platforms and adapting to new technology to improve efficiency and service delivery.
- Exceptional Interpersonal & Communication Skills – Strong verbal and written communication skills, with the ability to explain complex financial concepts in a clear and accessible manner. Able to interact professionally with students, parents, faculty, and staff from diverse cultural, social, and educational backgrounds.
- Customer Service Excellence – Committed to providing a high level of customer service by actively listening, responding to inquiries with accuracy and empathy, and guiding students and families through financial aid and billing processes. Ability to problem-solve, address concerns proactively, and create a welcoming and supportive environment for all stakeholders.
KNOWLEDGE
- Financial & Accounting Management: Proficient in general accounting principles (GAAP), accounts management, tax forms (1040), financial reconciliation, and institutional cash flow management.
- Customer Service & Student Engagement: Strong ability to provide compassionate, solution-focused customer service, assisting students and families with financial aid, billing concerns, and payment options. Proficient in crisis management and intervention techniques to support students in financial, academic, or personal distress.
- Office Practices & Administrative Management: Strong organizational skills with experience in office procedures, recordkeeping, contract management, and financial reporting. Manage multiple projects, track deadlines, and prioritize tasks effectively in a fast-paced environment.
- Communication & Professionalism: Exceptional communication and relationship-building skills with the ability to engage, support, and build relationships with students, parents, faculty, and colleagues while maintaining professionalism and accountability.
- Empathy & Analytical Thinking: Balances analytical problem-solving with empathy, offering students both financial guidance and emotional support.
SKILLS
- Student Billing & Payment Systems: Knowledgeable in student account management, billing cycles, payment plans, tuition reimbursement, and third-party payment processing. Skilled in maintaining accurate financial records and student files using financial management tools and Student Information Systems (SIS) or ERP software.
- Financial Aid & Regulatory Compliance Expertise: In-depth knowledge of financial aid programs, federal and state regulations, and compliance with Title IV, FERPA, and Veterans Affairs benefits. Proficient in interpreting and applying financial aid policies and regulations while maintaining institutional and governmental compliance.
- Technology Proficiency & Data Management: Adept at using SIS/ERP systems and data management tools to enhance operational efficiency and accuracy.
PHYSICAL REQUIREMENTS STATEMENT
Southwest Tech is committed to creating an inclusive and accessible workplace. While certain job roles may require physical capabilities, we welcome applicants of all abilities and are committed to providing reasonable accommodations throughout the hiring process and in the workplace.
SALARY RANGES
B22 Hourly: $19.56-$25.37
BENEFITS/SERVICES
Our comprehensive benefit package includes the following and much more:
- Health Insurance
- Dental Insurance
- Vision Insurance
- Life Insurance
- Long-Term Disability
- Health Savings Account
- Health Club Access
- Wisconsin Retirement System Contribution
- On-campus day care (hourly rate charged)
- College Savings Program
- Additional Voluntary Benefits
- Paid Time Off
SELECTION PROCESS
The Review Committee will screen applicants and contact them for an interview. Meeting the minimum qualifications does not assure the candidate an interview. Final candidate’s employment offer may be subject to completion of a criminal background check and pre-employment drug screening.
Southwest Tech does not discriminate on the basis of race, color, national origin, sex, disability, or age in its programs and activities. The Equal Opportunity/Affirmative Action Officer has been designated to handle inquiries regarding non-discrimination policies. Call 800-362-3322, Ext. 2315 (TDD: 608-822-2072) or write Southwest Tech, 1800 Bronson Blvd., Fennimore, WI 53809.
Job Type: Full-time
Pay: $19.56 - $25.37 per hour
Benefits:
- 403(b)
- 457(b)
- Dental insurance
- Disability insurance
- Employee assistance program
- Flexible schedule
- Flexible spending account
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Professional development assistance
- Retirement plan
- Tuition reimbursement
- Vision insurance
Work Location: In person
