Financial Aid Data Specialist at Waubonsee Community College in Sugar Grove, Illinois

Posted in Other 21 days ago.

Job Description:

Financial Aid Data Specialist

Join our dynamic team at Waubonsee Community College, where your career can flourish. We are committed to being an exceptional employer, offering a comprehensive benefits package with generous time off, low-cost medical, dental, and vision plans, and a secure pension plan through SURS. You'll also enjoy 14 paid holidays, including winter and Thanksgiving breaks. Be part of a transformative institution, dedicated to making a positive impact in our community and the lives of our students. Your future starts here - join us today!

Sugar Grove Campus

Full-time Support Staff

Hybrid Option: Yes

Waubonsee Community College promotes diversity in faculty, staff, and student recruitment and is committed to hiring and retaining exceptional faculty and staff who are committed to the college's culture of collaboration, professional growth and student success.

The Financial Aid Data Specialist reports to the Financial Aid Systems Analyst. This position's primary responsibilities include imaging and electronic document management of student financial aid records, maintaining the automated job scheduler Atomic for multiple departments, and assisting at the reception desk as the initial contact point for students and parents seeking information and assistance from the Financial Aid Office. Document management refers to imaging and indexing documents to electronic student records. Automated financial aid processes refer to using the scheduling software Atomic to efficiently schedule Banner processes.

Index scanned documents in accordance to the guidelines established based on document type and layout. Inspect scanned images for clarity, completeness, and readability.

Index documents in a timely manner in accordance with the parameters established by the Financial Aid Office and make recommendations for process improvements.

Build, test, implement, and monitor automated processes via job scheduling software, Atomic, for multiple departments, including Financial Aid, Student Accounts and Cashier Office, Registration and Records, etc.

Act as the Atomic software back-up point of contact for departments; assist with all updates and schedule changes required by each area utilizing the software.

Import and export data applicant files associated with the FAFSA and the federal grant and loan programs.

Perform technical administrative functions such as auditing and correcting student records and troubleshooting issues.

Create and run population selections in Banner as part of applicant processing and on an ad hoc basis.

Assist at the Financial Aid Reception desk by answering questions, entering students into the scheduling system to see Financial Aid Advisors, and answering the main outside phone number.Assist with the electronic document management system of scanning and indexing all documents related to students' applications for financial aid.

Perform other duties as assigned.

Minimum Qualifications

Bachelor's degree required.

One year of technical/data entry experience required, including Microsoft Excel.

Demonstrated knowledge of relational database management systems, SQL, and various read-only DML required.

Ability to do detailed work with a very high level of accuracy.

Excellent oral and written communication and organizational skills.

High level of integrity regarding the confidentiality of student records. This includes maintaining security of student records at all times, both electronic files and physical documents.

A proven ability to function effectively with a wide variety of people in a dynamic environment. This includes the ability to communicate with other staff, faculty and students in a friendly and effective manner, and good organizational and human relations skills.


Experience with Ellucian Banner software.
Experience with document imaging software such as Application Xtender/BDMS.
Experience with managing job scheduling software such as UC4/Atomic.
Basic SQL queries, joins, and views

Understanding of Title IV aid processes and regulations.

Please attach the following documents when applying:

  • Cover Letter-Yes

  • Resume-Yes

  • References-Yes (Can be provided at interview)

  • Transcripts-Yes (Can be provided at interview)

  • Position Details

    Grant Funded: No
    Minimum Starting Rate: $23.00
    Compensation Type: Hourly
    Work Schedule: M-F 8 a.m. - 4:30 p.m. Evenings, weekends, or over holidays for system related needs.
    Work Hours: 40 hours per week
    Testing: Yes
    Targeted Hire Date: 8/5/2024
    Special Instructions: Applicants should provide one of the following in addition to resume, cover letter, transcripts and references: - Samples of previous work or projects. - Case studies or reports that demonstrate problem-solving skills, analytical abilities, and technical expertise.

    EOE, including disability and veteran
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