3531 Information Specialist, Student Financial Aid
TITLE Information Specialist, Student Financial Aid
CLASSIFICATION NUMBER 3531
IMMEDIATE SUPERVISOR Information Specialist Supervisor
MAJOR ADMINISTRATOR Assistant Director Student Financial Aid
The Information Specialist provides the first and primary contact for students and parents with the Financial Aid Office. The Information Specialist provides accurate, timely, and detailed information on the status of individual student’s aid packages, federal requirements for various aid programs, the application process for financial assistance, exceptions, special issues, disbursements, etc. The Information Specialist processes and approves short-term loans, schedules appointments with counselors, and accepts scholarship and agency funds from students.
MINIMUM ACCEPTABLE QUALIFICATIONS
Education/Experience: A high school diploma or the equivalent and four years of general office experience or an equivalent combination of education and general office experience is required. Experience requiring the administration of complex processes and independent decision-making is preferred.
Skills: Strong written and verbal communication skills are required, with the ability to handle large volumes of telephone calls and face to face inquiries in a friendly and professional manner is required. Computer literacy in the use of personal computers and/or mainframe computers is required and includes keyboarding ability and a functional knowledge of word processing, spreadsheets, data entry, or database management. Knowledge in operating electronic, photocopier or other standard office machines, maintaining complex filing systems and records, making arithmetic calculations, and reconciling records is required.
Effort: Clerical positions are primarily sedentary; however, some positions may require walking and/or standing for extended periods of time. Clerical positions occasionally require the ability to lift and carry materials and equipment weighing up to 25 pounds, to reach heights up to 8 feet by climbing ladders or stools, and to bend or kneel to reach materials or equipment stored on lower shelves or in lower cabinet/desk drawers. Clerical positions require keyboarding on a daily basis, which may be extensive at times.
ESSENTIAL DUTIES AND RESPONSIBILITIES
1. Provides accurate, timely information to students and parents regarding student financial aid processes and products and creates a favorable impression of the University by maintaining a current understanding of federal eligibility rules and university processes, providing accurate information about the application process and the status of aid payments, disbursements, and electronic fund transfers, providing information about approved lending institutions, the functions of loan servicers, and the role of the guarantee agencies, advising students on exceptions to guidelines, special circumstance issues, satisfactory academic progress, uncommon family expenses, and alternative loan options, and advising students on their rights and responsibilities concerning financial aid.
2. Provides accurate information to students by evaluating information provided by students, asking appropriate questions to elicit the required information needed to provide the correct information, and determining admission and degree classifications.
3. Assists students in obtaining short term loans by determining if eligibility requirements are met, approving designated university funds for short-term loans, and authorizing payment to students.
4. Facilitates student access to financial aid programs by determining the need for the student to meet with a counselor and making the appointment.
5. Supports the Office of Student Financial Aid by accepting scholarship and/or agency funds from students and parents and advising students on University and federal policy regarding front-end withdrawals from the University.
6. Remains competent and current through self-directed professional reading, developing professional contacts with colleagues, attending professional development courses and videoconferences, and attending training for updates on federal and state financial assistance programs as required by the Director of Financial Aid.
7. Contributes to the overall success of the Office of Student Financial Aid by performing all other duties as required.
The Information Specialist is supervised by the Information Specialist Supervisor and may supervise part time and student employees.
OFFICE OF HUMAN RESOURCES
REVISED JANUARY 2009
JOB FAMILY 1
Factor 1: Educational/Experience Requirements of the Job
Level 5 - 680 Points: A combination of education and experience equivalent to a Level 5 as indicated by the Equivalencies Chart, when permitted by the Minimum Acceptable Qualifications.
Factor 2: Complexity and Technical Mastery
Level 4 - 370 Points: In addition to considerable skill in oral and written communication, the ability to make basic mathematical calculations, the ability to understand and follow instructions, knowledge of moderately complex or other work procedures, and the ability to work independently and coordinate a variety of activities and events, the job requires specific professional skills and/or skills in managing a wide variety of complex processes.
Factor 3: Responsibility for the Work of Others
Level 2 - 30 Points: Occasional responsibility to direct the work of one or more student workers and/or temporary part-time workers. The requirement to supervise others is not a regular job duty, but may occur on an intermittent or irregular basis. The nature of the required supervision is largely confined to assigning work or tasks to others and does not include a full range of supervisory responsibilities.
Factor 4: Guidelines
Level 2 - 130 Points: The work generally involves sequential steps and methods explained by the supervisor and/or described by specific guidelines such as standard operating procedures, handbooks, and/or reference manuals exist. Tasks are relatively clear-cut and involve related steps, processes, and methods. The employee may be required to recognize differences in a variety of situations, but those differences are normally clear and require the selection of standard processes to resolve. The number and similarity of guidelines and work situations requires the employee to use judgment in locating and selecting the most appropriate guidelines, references, and procedures for application and in making minor deviations to adapt guidelines in specific cases. Situations to which the existing guidelines cannot be applied or proposed deviations from the guidelines are referred to a supervisor.
Factor 5: Contacts
Level 4 - 205 Points: The purpose of interactions is to solve recurring and structured problems, to provide specialized or technically precise information to others, and/or to plan or coordinate work efforts with other employees. Contacts involve cooperation and coordination and may involve the organization of activities of programs requiring working relationships among several parties. While contacts may require some level of persuasion, potential for conflicts and disputes are relatively minor. Interactions are moderately structured and routine and may involve employees in different functions, students, and/or the general public.
Factor 6: Work Impact
Level 2 - 175 Points: Work activities normally address conventional problems or situations with established methods to supply other employees, students, or the general public with information, services, or products. Work directly affects the quality of services provided to other employees, students, or the public but on a person-by-person basis. The services, information, or products provided have significant effects on the welfare of the individual recipients of the work outcomes.
Factor 7: Physical Effort and Work Environment
Level 1 - 25 Points: The work environment consists of exposure to physical conditions typical of a normal office environment. Most of the job is performed while sitting, although the work may require occasional standing or walking and/or the lifting and carrying of small objects.