Manager, Student Financial Aid

University of Louisville•Louisville, KY

22h•Onsite

About The Position

The Manager of Student Financial Aid at the University of Louisville serves as an operational leader, supervisor, and program manager within the Fiscal, Operational, and Scholarship Management (FOSM) team of the Student Financial Aid Office. The position manages assigned scholarship and state aid programs, coordinates fiscal operations and reconciliation, and supports accurate, timely awarding and disbursement of student assistance. Working under the direction of the Director of Institutional Aid Management, the position translates program requirements and office priorities into documented procedures, coordinated workflows, and reliable financial controls. Responsibilities include staff supervision, eligibility review, award adjustments, account monitoring, reporting, student communications, and resolution of complex processing issues. The position collaborates with campus partners, state agencies, and outside organizations; uses PeopleSoft Campus Solutions, Workday Finance, and reporting tools to support data accuracy and fiscal accountability; and identifies opportunities to improve efficiency and reduce manual work. The position provides training and guidance and counsels students and families on application requirements, eligibility, and the coordination of aid from multiple sources. Occasional overnight travel may be required.

Requirements

Bachelor's degree in a related field and four (4) years of relevant experience, or an equivalent combination of education and experience.
Proficiency with Microsoft Word, Excel, email, and web-based applications.
Effective oral, written, and interpersonal communication skills.
Knowledge of federal and state financial aid requirements and coordination of aid from multiple sources.
Competencies include analytical judgment, accuracy and accountability, operational leadership, fiscal stewardship, service and communication, initiative and adaptability, collaboration, and confidentiality and professional judgment.

Nice To Haves

Master’s degree.
Experience administering scholarships and state aid programs, including Kentucky aid programs.
Experience with PeopleSoft Campus Solutions and Workday Finance.
Experience with financial reconciliation, account monitoring, purchasing, or expenditure review.
Supervisory experience, including staff training and workflow coordination.
Experience using queries, reports, and Excel to identify discrepancies and improve processes.

Responsibilities

Supervise assigned professional, student, and temporary employees, including the Financial Aid Coordinator as assigned; set priorities, monitor work quality and completion, provide coaching and feedback, maintain cross-training and backup coverage, and coordinate shared support activities.
Manage assigned institutional, departmental, outside, and state aid programs from eligibility review through awarding, adjustments, disbursement coordination, and reconciliation; maintain program calendars, review eligibility, resolve exceptions within delegated authority, and coordinate aid to prevent conflicting awards and processing errors.
Coordinate assigned Kentucky Higher Education Assistance Authority and other state program activities, including eligibility verification files, funding requests, payment rosters, refunds, and reconciliation; maintain records, monitor deadlines, and resolve discrepancies.
Coordinate assigned athletics aid and awards administered with campus units, employers, and community partners; verify award instructions and eligibility, coordinate awarding, disbursement, adjustments, and communications, and resolve issues with campus partners.
Monitor and reconcile assigned Student Financial Aid Office operating, scholarship, grant, and other accounts; review purchasing card transactions and reallocations, expense reports, expenditure classifications, and supporting documentation within delegated authority; coordinate account or grant setup and monitoring; support Federal Work-Study fiscal activities and escalate unresolved discrepancies.
Use PeopleSoft Campus Solutions, Workday Finance, Excel, and approved reporting tools to monitor awards, account activity, and processing outcomes; maintain assigned program setup and award item types with system owners; review queries, investigate exceptions, and coordinate corrective actions and testing.
Interpret and apply requirements relevant to assigned programs and fiscal activities; maintain procedures, checklists, reconciliation records, and review controls; assess the operational effects of changing requirements, recommend and implement approved changes, provide records and explanations for audits and reviews, and protect confidential information.
Counsel students, families, and campus partners on scholarship and financial aid application processes, eligibility, and award changes; coordinate program communications, maintain informational materials, oversee assigned service account or ticket queues, resolve complex inquiries, and refer matters requiring policy decisions or additional authority.
Train office staff, student employees, and campus partners on assigned programs, fiscal procedures, and system processes; identify recurring errors, service delays, and manual tasks; recommend and implement approved workflow improvements, reporting enhancements, and automated communications; monitor results.
Represent the FOSM team at the request of office leadership, provide designated coverage when the supervising director is absent, coordinate with other Student Financial Aid Office teams on priorities and peak processing periods, and perform other related duties as assigned.