Student Aid & Scholarships Program Specialist (Loans)

Clover Park Technical College•Lakewood Campus and South Hill Campus, WA

9d•Onsite

About The Position

The Student Aid & Scholarships Loan Program Specialist determines student eligibility for financial aid programs and administers those programs in accordance with federal, state, institutional, and agency regulations, policies, and procedures. This position analyzes and verifies student information, exercises professional judgment when appropriate, oversees the administration of Direct and Alternative Student Loan programs, and assists with loan system setup, maintenance, scheduling, compliance reporting, reconciliation, and student eligibility. The position collaborates closely with the U.S. Department of Education, third party lenders, Budget and Finance, Enrollment Services, and other campus partners to resolve discrepancies, ensure regulatory compliance, and maintain the integrity of financial aid programs. Through exceptional customer service provided in person, by phone, email, virtual appointments, and outreach activities, this position supports the College's mission by providing access to educating tomorrow's workforce.

Requirements

High School Diploma or GED.
Minimum of two years working with computer software programs.
Minimum of one year experience in student financial aid such as advising of prospective students about Direct Loans or related student services capacity in a higher educational setting.
Cannot be in loan default or in overpayment status of any type of financial aid.
Ability to work well with others in a team environment.
Ability to work under pressure and handle high volume services.

Nice To Haves

Associate’s degree in any field of study.
Experience in analyzing and controlling budgets.
Experience with the Washington Community and Technical College system and the Washington State Board CEIPLUS student and finance management system (CTC Link).
One year experience in student financial aid.
Professional experience in effective communication in English both verbally and in writing, using proper grammar composing, proofreading and finalizing grammatically correct documents and business communications for submission to required agencies.
Experience in time management, completion of critical assignments, and prioritization.

Responsibilities

Request, review, and load Master Promissory Notes (MPNs), Entrance Counseling, and Exit Counseling results into ctcLink to ensure compliance with federal loan requirements.
Process and maintain federal Direct Loan applications, originating, updating, reducing, or canceling loans in ctcLink and Department of Education systems in accordance with federal regulations.
Create, certify, and transmit loan origination records and all required updates, including Loan Schedule of Reduction (SOR) transactions, to the U.S. Department of Education.
Monitor enrollment, attendance, program changes, withdrawals, and other eligibility factors that require loan reductions or adjustments.
Calculate, process, and submit required Schedule of Reduction (SOR) transactions within federal compliance timelines.
Review loan records to ensure compliance with federal regulations, institutional policies, and audit requirements, resolving discrepancies and documenting all required actions.
Perform loan reconciliation between ctcLink, Department of Education systems, and institutional financial records.
Collaborate with Student Accounts, Finance, Enrollment Services, and other departments to resolve discrepancies and maintain accurate financial reporting.
Verify graduating, withdrawn, and less-than-half-time students complete Exit Counseling, notify students of federal requirements, and update records accordingly.
Process alternative (private) loan applications and coordinate with the Finance Office to ensure timely certification, disbursement, and reconciliation.
Research and respond to student, staff, lender, and Department of Education inquiries regarding loan eligibility, processing, disbursements, reductions, and repayment requirements.
Maintain current knowledge of federal financial aid regulations, Department of Education guidance, and ctcLink processes to ensure ongoing compliance with Direct Loan program requirements, including Schedule of Reduction (SOR) reporting.
Review and evaluate financial aid applications to determine student eligibility for federal, state, institutional, and other aid programs, applying federal, state, and institutional regulations and exercising Professional Judgment, when appropriate, for special and unusual circumstances.
Verify the accuracy and completeness of financial aid applications by reviewing required documentation, resolving conflicting information, and ensuring compliance with federal verification and eligibility requirements.
Calculate, award, revise, and package financial aid using ctcLink and other financial aid management systems while ensuring compliance with applicable regulations and institutional policies.
Interpret and apply federal, state, and institutional financial aid regulations, policies, and procedures to make accurate eligibility determinations and maintain compliance with program requirements.
Communicate with students to request documentation, explain eligibility requirements, resolve outstanding issues, and provide guidance throughout the financial aid process.
Meet with students to discuss financial aid eligibility, available funding options, application requirements, satisfactory academic progress, and other financial aid-related concerns.
Review student records for changes in enrollment, academic status, program eligibility, or other factors that may affect financial aid eligibility, making adjustments as necessary.
Document file review decisions, Professional Judgment determinations, and other required actions to ensure compliance with federal, state, institutional, and audit standards.
Collaborate with Enrollment Services, Registration, Student Accounts, Advising, and other campus departments to resolve discrepancies and ensure accurate processing of student financial aid.
Maintain current knowledge of federal, state, and institutional financial aid regulations, including annual changes to Title IV requirements, to ensure accurate and compliant file review and awarding practices.
Review student academic records to determine Satisfactory Academic Progress (SAP) eligibility in accordance with federal, state, and institutional regulations, including qualitative, quantitative, and maximum timeframe standards.
Evaluate, assign, and update SAP statuses in ctcLink or other student aid management systems, ensuring timely and accurate processing.
Adjust, suspend, reinstate, or cancel financial aid eligibility based on SAP determinations, and ensure all appropriate systems are updated accordingly.
Communicate SAP determinations to students, including eligibility status, appeal procedures, academic plan requirements, and available financial aid options.
Collaborate with Advising, Enrollment Services, Registration, and other campus departments to resolve discrepancies.
Interpret and apply federal, state, and institutional SAP policies and remain current on regulatory changes affecting student eligibility.
Maintain a thorough understanding of and comply with the Family Educational Rights and Privacy Act (FERPA), as well as federal, state, and institutional privacy and confidentiality requirements when communicating with students, parents, faculty, staff, external agencies, and the public.
Provide exceptional customer service by assisting students, families, faculty, staff, and visitors in person, by phone, email, virtual appointments, and outreach events with professionalism, accuracy, and in a courteous manner.
Respond to student inquiries in a timely manner, providing clear explanations of financial aid processes, eligibility requirements, application procedures, and available funding opportunities.
Conduct financial aid presentations, workshops, outreach, and information sessions both on and off campus to educate prospective and current students about financial aid programs and application processes.
Collaborate with campus departments and external partners to support student enrollment, retention, and success through effective financial aid services.
Participate in required training, conferences, webinars, and other professional development opportunities to maintain current knowledge of federal, state, institutional, and Department of Education regulations, ctcLink functionality, and financial aid best practices as directed by supervisor, Associate Dean, Dean, or Vice President of Student Success.
Provide evening, virtual, and special event coverage as necessary.
Train, mentor, and provide technical guidance to Student Aid & Scholarships staff on financial aid regulations, policies, procedures, and system processes to promote consistency and compliance.
Assist in the development, review, and continuous improvement of office procedures, training materials, and customer service practices to enhance operational efficiency and student experience.
Represent the Student Aid & Scholarships Office in a professional manner, fostering an inclusive, welcoming, and student-centered environment while supporting the mission and values of the college.