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Financial Aid Data Specialist

Waubonsee Community College
Sugar Grove, IL

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Administrative Jobs
Institutional & Business Affairs, Financial Aid
Employment Type
Full Time
Institution Type
Community College

Job Details

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.

TheFinancial Aid Data Specialist reports to the Financial Aid Systems Analyst. Thisposition's primary responsibilities include imaging and electronic documentmanagement of student financial aid records, maintaining the automated jobscheduler Atomic for multiple departments, and assisting at the reception deskas the initial contact point for students and parents seeking information andassistance from the Financial Aid Office. Document management refers to imagingand indexing documents to electronic student records.  Automated financial aid processes refer tousing 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:

  1. Cover Letter-Yes
  2. Resume-Yes
  3. References-Yes (Can be provided at interview)
  4. 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:  7/1/2024

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


Working at Waubonsee Community College 

Waubonsee is not your average community college — and that’s how we like it.

We take pride in exceeding expectations, offering a top education to all students willing to work hard for their dreams. Waubonsee has top-ranked academic programs, a dynamic student population, a breadth of services and resources, and a growing campus network — all of which mean a richer college experience for you.

Mission Statement

Waubonsee Community College is a public, compre­hensive community college that was organized in 1966, as mandated by the Illinois Community College Act, to provide education and training services for individuals in portions of Kane, Kendall, DeKalb, LaSalle and Will counties of District 516. The philo­sophy of Waubonsee Community College is based on the premise that education is the corner­stone of a literate, democra­tic society; that learning is a lifelong process; and that the pursuit of knowledge must be supported by institutional policies that demonstrate the values of accessibility, service, value, quality and innovation.


Waubonsee Community College opens the door of knowl­edge, sparks imaginations, and enlightens lives through learning. We welcome the diverse abilities, goals, and experiences of individuals standing on the threshold of discovery. Our success is defined by the dreams we help shape, the opportunities we help design, and the futures we help create.


  • Accessibility — We remove barriers to learning formed by time, geography, education, culture, experience or beliefs to provide a full range of quality educational opportunities for all who can benefit.
  • Service — We view the world from the perspective of those we serve — anticipating needs and striving to exceed expectations while demonstrating a caring, knowledgeable, consistent connection with each individual every time they meet us.
  • Value — We focus every resource directly on the search for learning, creating tangible benefits in everything we do.
  • Quality — We constantly redefine what it means to be “the best,” seeking to improve in every area and exceed the expectations of those we serve.
  • Innovation — We are actively engaged on the frontiers of education, continuously improving the learning environment for our students and communities.

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