Financial Assistance Advisor

Mohawk College • Hamilton, ON

6d • Hybrid

About The Position

The Financial Assistance Advisor is responsible for administering financial assistance programs, promoting financial literacy and all associated client services while delivering quality customer service to support student success. The incumbent assesses financial assistance applications for eligibility, accuracy, completeness and entitlement in accordance with the Ministry of Colleges, Universities, Research Excellence and Security (MCURES), for several major government financial assistance programs including but not limited to the Ontario Student Assistance Program (OSAP), Bursary for Students with Disabilities (BSWD), Part Time – OSAP. The incumbent is charged with the responsibility of following Ministry OSAP and bursary policies; developing and implementing related guidelines within the College; following College policies; and documenting and reporting to the Ministry as required to ensure compliance with all governing bodies is met. The Financial Assistance Advisor is expected to deliver sound advice by understanding student priorities, providing service, recommending appropriate actions and referring to the most appropriate partners (SSA, MSA, Accounts, International, Indigenous, Awards, Financial Assistance etc.) to create a positive experience at every student interaction.

Requirements

• Minimum 3 year post-secondary education in General Business, Business Accounting, Office Administration or related field.
• 3 years of experience working with databases and student information systems, preferably with Banner, or any relational database in a post-secondary education.
• Working in an office environment with demonstrated problem solving skills.
• Working in a time sensitive deadline driven environment with an elevated attention to detail.
• Working independently and in a team environment.
• Working in a role with diverse responsibilities and knowledge base.
• Experience in Computer Software applications, Integrated Information Systems, Banner, Microsoft Office (with a strong focus on Excel) and Web.
• Demonstrated commitment and understanding of human rights, equity, diversity, inclusion, and accessibility.
• The ability to communicate and work effectively with diverse students, employees, and communities.

Nice To Haves

• Project management experience is preferable.

Responsibilities

• Processing and analyzing all documents and aspects of the financial assistance programs to ensure they are in compliance with the federal and provincial regulations ensuring compliance during internal and external audits.
• Verifying all OSAP applications for eligibility, accuracy, completeness and entitlement.
• Processing Confirmation of Enrolments (COE’s) for all Full-time OSAP students to allow funds to be released.
• Interacting with financial aid offices in other provinces for full-time out-of-province students attending Mohawk College to ensure processes, documentation, and enrolment are administered and monitored to meet Ministry compliance.
• Calculating course load requirements to ensure that students meet the specific requirements as set out by the ministry for Full-time OSAP.
• Completing Continuation of Interest Free Status (CIFS) applications for students to ensure that they aren’t charged interest on their loans while participating in training.
• Reviewing student grades to ensure they’re successful throughout their study periods. Placing unsuccessful students on academic probation or restriction when needed, in accordance with Ministry policy.
• Interviewing students and analyzing, researching and approving OSAP reviews that are within financial assistance authority. Ensuring that student review requests meet Ministry guidelines.
• Investigate and action student files as received based on reports from the Financial Assistance Systems and Data Analyst.
• Preparing, investigating and advising students on documentation required for OSAP appeals and ensuring all necessary documentation is submitted to the Ministry or actioned as outlined in the OSAP processing manual.
• Assessing, approving, and releasing emergency loans to students, based on OSAP eligibility and as circumstances warrant.
• Following up with students to ensure timely repayment of loans.
• Reviewing applications and student budgets, conducting personal interviews with candidates, determining financial need and awarding appropriate funding, according to Ministry and College Policies.
• Gathering necessary information and preparing the annual OSAP Cost Codes for Ministry approval and use for assessing OSAP funding for students. Ensuring that all eligible academic college programs, by location and term, are approved for OSAP eligibility and the Cost Codes are updated throughout the year, as required.
• Staying current on provincial and college policies, guidelines and procedures; incorporating into practice and ensuring timely communication to Financial Assistance Manager and Director as well as internal and external stakeholders.
• Administering the Bursary for Students with Disabilities (BSWD) by reviewing and assessing applications; requesting funds from Accounting; recording on the FA database and the Ministry’s Bursary Recording System; notifying the students; ensuring receipts and payments are tracked and recorded; and sending receipt/repayment reminder notices to students.
• Completing Accounts Receivable requests for submission to Accounting either through vouchers or Banner Student Aid (BSA); recording award details on the ministry Bursary Recording System and the Financial Assistance database.
• Informing students who did not receive any form of funding and providing feedback and information on other sources of income options to consider.
• Reviewing and investigating students’ exceptional situations and recommending special consideration to the Manager.
• Operating within budget allocation for both Institutional and OSAP-related bursary programs and advising Manager/Director when additional funding requests are needed.
• Updating and maintaining procedures and manuals to ensure processes and record keeping meet the Ministry of Colleges, Universities, Research Excellence and Security (MCURES) and Mohawk’s policies and procedures.
• Meet with students through pre-booked appointments via phone and in-person to support and advise on their Financial Assistance and/or OSAP inquiries, and work in consultation with the Ministry where clear policies don’t exist and/or reviews fall outside of the Financial Assistance office.
• Providing existing financial options and facilitating the application process of various Institutional and Government-funded programs.
• Handle high volume of student inquiries from various sources while ensuring service standards and response times are met.
• Reviewing various Ministry year-to-date files on OSAP applicants and proactively using the information to target messaging to students.
• Recommending and supporting processes and system enhancements to Student Services.
• Collaborating with College departments and external partners to support students.
• Coordinating and delivering detailed sessions for Manager/Director and staff in Student Services outlining Ministry changes to policies and procedures.
• Coordinating, organizing and facilitating OSAP and Award Workshops at strategic periods throughout the year.
• Supporting financial literacy initiatives by creating activities and collaborating with internal and external partners to provide special events for students.
• Processing program withdrawals – responsible for updating OSAP and Out-of-province funding applications in accordance with OSAP and ministry policy.
• Reviewing student accounts to determine if an awards review is needed and if a tuition refund is appropriate due to a tuition credit while following Ministry policy to ensure refund amounts are allocated to the appropriate party.
• Assist in the completion of appropriate forms for Accounts to facilitate refunds.
• Review, process, and submit National Student Loans refund reports as required in accordance with Ministry policies.
• Other duties as assigned.

Benefits

• Defined Benefit pension plan (CAAT) with contributions matched by Mohawk College.
• 93% top up of maternity and parental leave pay for 52 weeks.
• Progressive vacation plan starting with 15 vacation days plus annual holiday closure.
• Access to Employee Family Assistance Program including counselling services, financial literacy services, nutrition advice and more.
• Comprehensive benefits package including health, dental, vision, paramedical services (massage therapy, acupuncture, naturopath, psychotherapy and psychology), short-term and long-term disability.
• Ability to take courses at a reduced rate for employees and dependents.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree