Financial Aid Coordinator - Systems and Communication
About The Position
Tarleton State University, a distinguished Doctoral National Comprehensive University, invites applications for the position of Financial Aid Coordinator - Systems and Communication in the Department of Financial Aid. As part of a vibrant academic community dedicated to excellence in teaching, research, and service, this role offers the opportunity to contribute meaningfully to a university that values innovation, collaboration, and inclusive growth. Join us in advancing knowledge and transforming lives—on campus and beyond. Tarleton State University continues to grow its impact across Texas, with four distinct campuses located in Stephenville, Fort Worth, RELLIS-Bryan and Waco, along with a robust online community that extends our reach even further. At the heart of it all is Stephenville, where Tarleton State offers a dynamic environment for faculty and staff. From a lively live music scene and numerous local festivals to rich traditions rooted in the surrounding community, Stephenville provides a vibrant and welcoming atmosphere. No matter where you're located—on campus or online—you are part of a mission that transforms lives and makes a difference across the state of Texas and beyond The Financial Aid Coordinator, Systems and Communication plays a critical role in supporting the operational, compliance, and communication functions of the Office of Financial Aid. The Financial Aid Coordinator, Systems and Communication is essential to improving processing timelines, enhancing the student experience, and ensuring data integrity across all financial aid systems and in alignment with federal, state, and institutional regulations. This position is essential to advancing student support, communication efficiency, and operational accuracy within the Office of Financial Aid. The ideal candidate is detail-oriented, technologically skilled, and proficient in both financial aid operations and digital communication tools. Reporting to the Executive Director of Financial Aid, this position supports system setup, maintenance, reporting, automation, communication workflows, and user training. This position plays a key role in maintaining data integrity, strengthening student communication strategies, and generating actionable insights that improve financial aid outreach, counseling, and compliance accuracy. Work hours are Mon-Fri 8:00am-5:00pm or as work requirements indicate with occasional before/after hours during peak times, as well as occasional Saturday events.
Requirements
- Bachelor's degree or equivalent combination of education and experience
- Four years of administrative experience, including at least one year working with CRM systems or in a higher education environment
- Working knowledge of Ellucian Banner Financial Aid module
- Familiarity with CRM communication systems, workflow automation, and email/SMS tools
- Ability to analyze data, identify errors, and ensure system accuracy
- Understanding of federal and state financial aid processes; FAFSA, verification, awarding, SAP, compliance, and Title IV regulations
- Strong attention to detail and capacity to manage multiple projects and deadlines
- Ability to coordinate communication schedules and system timelines effectively
- Demonstrated ability to work with cross-functional teams
- Strong initiative and ability to work independently in a fast-paced environment
- Commitment to continuous improvement and student-centered service
- Good interpersonal communication skills
- Must be literate in the English language and able to comprehend, give and follow both written and verbal instructions
- Ability to use tact, diplomacy, and judgment in dealing with all customers
Nice To Haves
- Financial aid experience preferred
- Experience with Ellucian Banner Student Information System is preferred
Responsibilities
- Coordinates financial aid-related communication campaigns for email, SMS, portals, and CRM systems
- Ensures all communication aligns with university branding, clarity standards, financial aid regulations, and privacy policies
- Assists with creating and maintaining CRM workflows, journeys, triggers, and student-facing communications
- Works with enrollment and IT partners to manage CRM data flow, monitor integrations, and support system improvements
- Ensures communication journeys route students correctly and reach the appropriate populations
- Supports staff training and troubleshooting within the CRM environment
- Designs, develops, and maintains electronic financial aid forms and workflows using platforms such as Student-Forms, Campus-Communicator, Kuali, DocuSign, or similar systems
- Ensures digital forms collect accurate data, integrate cleanly with Banner and CRM systems, and support verification, appeals, special circumstances, professional judgments, and other aid processes
- Helps track communication effectiveness and reporting on outreach impact
- Works closely with Enrollment Management Communications team to develop and implement communication plans for FAFSA reminders, missing information, award notifications, deadlines, loan processes, SAP, and special outreach initiatives
- Performs data checks and audits to ensure accuracy across Banner, CRM systems, and communication platforms
- Extracts data for operational reports, dashboards, and compliance monitoring
- Provides training to financial aid staff on Banner processes, CRM tools, communication systems, and electronic forms
Benefits
- We are proud to offer a comprehensive benefits package for full-time and qualifying part-time employees.
- Our Careers Page offers an overview of the great benefits we offer; for detailed information visit our Benefits Information page.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
