Calculates tuition liability and earned financial aid funds for students who withdraw or are dismissed prior to completing their academic program. Audits student billing and aid disbursement to ensure accuracy of withdrawal calculations, and initiates appropriate resolution for any errors identified during account audit. Monitors student account ledgers to identify credit balances and calculates amount of refunds or stipends due. Initiates refunds and stipends in a timely and accurate manner, and monitors process flow to ensure funds and data transmissions are received by payees. Monitors unclaimed and uncashed refunds and stipends, and determines appropriate resolution based on source of funds. Ensures that unclaimed Title IV refunds and stipends are returned to the Department of Education by stated deadlines. Runs, monitors and maintains reports from CampusVue to identify active students with unfunded accounts receivable. Communicates with campus or administration teams appropriately to resolve same in accordance with departmental policy and procedures. Ensures appropriate enrollment status data is successfully transmitted to the Department of Education within states deadlines. Monitors Refund Team activity queue in Campus Vue and completes required tasks so that activities can be closed in a timely and accurate manner. Follows-up on activities assigned to other parties to ensure timely resolution, and escalate as appropriate. Collaborates with other financial aid teams and other departments to perform multi-step, cross-functional steps to correct data errors.
Responsibilities:
Identify students who have withdrawn or been dismissed prior to completing their educational program by daily monitoring of the Refund Team activity queue, and running “Student Status Change” and “Drop Reports” in CampusVue on at least a monthly basis. Maintain shared list of all withdrawn students on departmental network drive to track volume and processing progression.
Calculate tuition liability and earned financial aid funds for students who withdraw or are dismissed, initiate billing or aid adjustments, and send proper exit counseling materials to student within 30 days of the date of determination that the student withdrew or was dismissed.
Audits student billing and aid disbursement to ensure accuracy of withdrawal calculations, and initiates appropriate resolution for any errors identified during account audit prior to calculating tuition or aid adjustments for withdrawn students.
Monitors student account reports including “Student Account Balance” and “Title IV Credit Balance” reports in CampusVue to identify credit balances of federal or state financial aid, accurately calculates refunds or stipends due, initiates refunds and stipends, and monitors process flow to ensure funds and data transmissions are received by payees within 14 days of the credit balance being created.
Monitors unclaimed and uncashed refunds and stipends, and determines appropriate resolution based on source of funds. Ensures that unclaimed Title IV refunds and stipends are returned to the Department of Education no later than 240 days from check-issuance date.
Monitors Refund Team activity queue in CampusVue and completes required tasks so that activities can be closed in a timely and accurate manner, and appropriately escalate issues to supervisor if resolution is not resolved within 48 hours.
Runs and reviews “RBS” reports from CampusVue to identify active students with unfunded accounts receivable on a monthly basis. Communicates with campus or administration teams appropriately to resolve same in accordance with departmental policy and procedures. Maintain reports for historical reference.
Utilizes CampusVue wizard to batch response file for “Student Status Confirmation Reports” (SSCRs) on a bi-weekly basis and ensures that batched file is transmitted via EdConnect. Imports “SSCR Error Files” into CampusVue as received, analyze reported errors to identify causality, and send response file back to the National Student Loan Data System (NSLDS) within 10 calendar days of receipt of error file. Update enrollment status for withdrawn students directly in the NSLDS database within 30 days of the change in enrollment status.
Collaborate with colleagues in other functional teams and vendor partners to identify solutions for data variances or processing concerns and brainstorm resolutions.
Document in CampusVue contact manager all actions taken to resolve activities in a professional and appropriate manner.
Education:
HS Diploma or equivalent required.
Associate Degree from an accredited college or university preferred.
Licenses & Certifications:
May not be in default on a federal student loan or owe repayment on a federal grant.
Experience:
2-3 years of experience (singly or combined) in the following: bookkeeping, data analysis, or Title IV financial aid administration.
Requires developed skills through application of standards and processes within a narrow scope of work.
At least one year of recent experience performing financial aid verification in a higher education setting.
At least one year of experience using CampusVue or other enterprise-wide student information system.
