Administrative Specialist III

State of Maryland•Baltimore City, MD

4d•Onsite

About The Position

The Maryland Higher Education Commission (MHEC) is seeking an energetic, highly motivated individual with financial aid experience to join their Office of Student Financial Assistance (OSFA) as a Program Specialist. The OSFA is responsible for administering over $100 million in grants, scholarships, and loan repayment programs for students in Maryland. These programs include need-based grants, merit-based scholarships, career-based scholarships, loan assistance repayment programs, and awards for specific populations like military veterans and legislative scholarships. The Administrative Specialist III position will provide administrative support for one or more programs within the assigned unit, reporting directly to the Staff Specialist I – Higher Education. Key responsibilities include evaluating student eligibility based on state statutes and agency policies, maintaining accurate records, ensuring compliance, generating reports, and addressing student inquiries. This role also involves providing specialized financial aid counseling, processing documents, and acting as a subject matter expert for state student financial assistance programs.

Requirements

Graduation from an accredited high school or possession of a high school equivalency certificate.
Two years of experience performing administrative staff, clerical, clerical technical, or secretarial work.
Candidates may substitute 30 college credit hours from an accredited college or university for each year of the required experience.
Candidates may substitute U.S. Armed Forces military service experience as a non-commissioned officer involving staff work requiring regular use of independent judgment and analysis in applying and interpreting rules and regulations in accordance with agency laws and policies on a year-for-year basis for the required experience.

Nice To Haves

One year of experience working in higher education financial aid administration.
One year of experience performing records analysis and administrative support duties within a higher education environment.
Six months of experience performing customer service skills and working collaboratively as part of a team.
Six months of experience working in a fast-paced, results-driven operational environment.

Responsibilities

Overseeing the day-to-day administration of programs within the assigned unit.
Interpreting, applying, and clarifying MHEC policy, and relevant sections of the Education Article of the Annotated Code of Maryland and Code of Maryland Regulations (COMAR) for diverse internal/external constituents.
Verifying and reviewing submitted financial aid documents and resolving discrepancies using Professional Judgment (PJ).
Maintaining student records and monitoring expenditures in assigned programs by updating inquiry and applicant files, imputing and verifying awards, and requesting changes to awards.
Participating in the coordination of annual report collections.
Assisting in completing annual reconciliation for assigned financial assistance programs within the unit.
Assisting with the preparation and updates of forms, manuals, and website for assigned programs within the unit.
Monitoring assigned programs for compliance with Maryland law and regulations.
Maintaining an internal review process for the administration of assigned programs.
Identifying recommendations for improvement in internal processes.
Responding to public and institutional inquiries related to assigned programs, including awarding and eligibility regulations.
Responding to students, parents, guidance counselors, financial aid officers, and business office personnel through written correspondence, telephone responses, and e-mail to provide information about programs and awards.
Assisting students and parents with the financial aid application process, including the completion of the MHEC One-App, Free Application for Federal Student Aid (FAFSA), and other required forms for state financial assistance.
Performing other similar OSFA and administrative duties as assigned.