POSITION IDENTIFICATION
TITLE Veteran’s Aid Coordinator – West Plains
CLASSIFICATION NUMBER 1292
GRADE 41
CLASSIFICATION Exempt
IMMEDIATE SUPERVISOR Director, Financial Aid – West Plains
GENERAL FUNCTION
The Veteran’s Aid Coordinator– West Plains evaluates and processes Department of Defense (DOD) and Department of Veterans Affairs (DVA) education benefits, verifies student benefit eligibility, helps students through the benefit application process, updates benefit information on a continuous basis in DOD/VA and/or University systems, runs and reviews queries to monitor student academic progress, assists with compliance with all VA/DOD and state policies as they relate to military educational benefits. This position serves as the VA Certifying Official for the College for all available chapters.
MINIMUM ACCEPTABLE QUALIFICATIONS
Education: An Associate’s degree from an accredited university or equivalent combination of education and work experiences is required.
Experience: At least two years in higher education working with military connected students and knowledge of policy/procedure for certifying the GI Bill with the VA is required. Experience with Tuition Assistance is preferred. Knowledge of registration functions of the university and experience in student information system (Banner) is preferred.
Skills: Knowledge of and the ability to use computer management information systems (databases) are required. Effective interpersonal, verbal, and written communications skills are required. The ability to work with a minimum of supervision is required. he ability to learn and follow complex procedures and detailed policies is required. Effective decision-making skills are required. Keyboarding and data entry skills are required.
Effort: Considerable data entry work is required. The position requires extended periods of time at a computer station and extensive utilization of information displayed on a computer monitor.
ESSENTIAL DUTIES AND RESPONSIBILITIES
1. Assures the accuracy of academic and VA/military-related records contained in various databases and determining if any changes must be reported to VA; changes, corrects, or modifies that information accurately in compliance with academic regulations, correctly interpreting that information and explaining it to students, staff, and faculty, as needed, and reviewing reports to identify errors.2. Oversees the GI BILL® certifications process through the appropriate systems, verifies student benefit eligibility for applicable benefits, ensuring the university maintains compliance with all related federal, state, and/or University policies. Responsible for reconciliation for Ch 33 Post/911 and CH 31 VR&E payments made directory to the school from the DVA. Interprets VA regulations for unusual student circumstances and serves as the institutional expert for VA educational benefits.
3. Coordinates the process of reviewing all certification packets, ensures accuracy of the students' degree programs, and makes compliance determinations for Ch. 33, Ch. 31, Veterans Choice Act, and related programs and resolves certification discrepancies.
4. Connects students with advising services that will facilitate the enrollment process by providing information about changes of schedules, withdrawals, refunds grading policies and procedures, deadlines, cancellation and rebuilding of schedules, grade appeals, transfer evaluations, encumbrances, academic advisement, prerequisites, drops, deleted sections, permissions, overloads, special courses, etc. to the Veterans Services student population in a timely manner.
5. Provides administrative support services, including but not limited to, filing and purging records, maintaining all veteran student files as required for certification processes, and reconciling federal benefit payments and addressing audit findings.
6. Ensures delivery of efficient and effective registration, admission, change of schedule, degree audits, awarding of degrees, and withdrawal services to students by performing all registration functions, reviewing prerequisite requirements, checking repeats, verifying assessment of course fees, lab fees, additional student fees, and processing class cancellations, drops due to unmet prerequisites, and drops/withdrawals due to non-attendance.
7. Maintains accurate academic records which are in compliance with university policies by processing each semester’s grading cycle, grade changes, and academic renewals, recalculating GPA’s, verifying the computerized conversion of academic information, and providing transcripts and enrollment verification to students, institutions or companies in a timely manner as requested.
8. Provides registration services and support by processing registrations, drops, withdrawals, assisting with on-site extended registrations, and communicating information and policies to extended campus students with an emphasis on problem resolution.
9. Ensures that standard documents and forms (e.g., registration form, change of schedule form, change of student information form, grade change authorization, assignment of “I” grade) are completed properly by the originator (e.g., student, faculty, staff) by reviewing those and similar documents for accuracy and completeness, and returning incomplete/inaccurate documents for correction or assisting the originator in completing such forms.
10. Remains competent and current through self-directed professional reading, developing professional contacts with colleagues, attending professional development courses, and attending training and/or courses as directed by the supervisor.
SUPERVISION
The Veteran’s Aid Coordinator – West Plains works independently and does not supervise any full-time employees.
OFFICE OF HUMAN RESOURCES
JUNE 2026
