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Job Description Summary

The Assistant Director, Veterans Affairs Financial Aid Specialist evaluates and processes Department of Defense (DOD) and Department of Veterans Affairs (VA) 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 review queries to monitor student’s academic progress noting any concerns. Assists the Associate Director of Compliance and training to ensure the school maintains compliance with all VA/DOD and state policies as they relate to military educational benefits, keeps supervisor and staff informed of any pertinent changes to related military education policies, codes students and works with WFU Student Financial Services to build contracts according to their respective benefit programs, and coordinates with the school bookstore regarding payment information as it relates to military educational programs.

The Assistant Director, Veterans Affairs Financial Aid Specialist provides counseling, need analysis and packaging for students eligible for Veterans’ educational benefits across the schools on the Reynolda Campus (College, Graduate School of Arts and Sciences, School of Divinity, School of Business, School of Law). The specialist advises students about the financial aid application process, financial aid eligibility, treatment of unusual and extenuating circumstances, and financial aid programs. The specialist serves as a member of the need analysis and packaging team, communications team, and will be a member of the Financial Aid and Scholarship Committee.

Job Description

Essential Functions:

• Serving as the primary School Certifying Official to prepare, review and submit appropriate documentation necessary for certification of student Veteran education entitlements of the Department of Veterans Affairs (DVA). Submit enrollment certifications to DVA utilizing VA ONCE; monitors student Veteran enrollment and reports changes as needed.
• Review applications and other information required to certify student enrollment status for VA benefits; determine appropriate VA educational program and eligibility and provide necessary forms; design and develop procedures, forms, applications, and other informative materials.
• Monitor student course work to ensure compliance with the educational plan developed by the student and counselor to avoid under/overpayment and institutional liability; process student enrollment certifications, unit changes and enrollment verifications; process VA documents/forms related to educational benefits.
• Process periodic reports of student enrollment changes and final grades; contact students or instructors for further information, process certification adjustments and terminations.
• Prepare and transmit correspondence for students regarding VA eligibility, student status and other information; respond to requests from other educational institutions/agencies for the verification of student status and records; ensure proper releases are on file to safeguard student privacy; initiate and compose correspondence as appropriate.
• Maintain student VA records in accordance with VA regulations and audit records to ensure accuracy; research data; prepare files for auditors; generate reports for district, state and federal agencies
• Under direction, coordinates program compliance audits from the VA Regional Office
• Provides effective student service by having a thorough understanding of applicable academic regulations, rules, laws, policies, and procedures related to Veterans Services functions and applying that knowledge to the provision of information, problem solving, and information processing.
• Coordinates VA/military benefit programs with Financial Aid, Financial Services, the University Bookstore, and other University offices as appropriate and ensures timely payments are being made to the University and its entities in the manner prescribed by VA and school policy.
• Remains competent and current through self-directed professional reading, developing professional contacts with colleagues, attending professional development courses, attending training and/or courses as required by the supervisor.
• Follow office policies and procedures with respect to all processes and responsibilities.
• Counsel students and families in person, in writing and over the phone on all matters relating to financial aid application, eligibility, and awards.
• Understand services and resources available for students across campus
• Collaborate with colleagues in the Registrar’s Office, Student Financial Services, Academic Advising, and Dean’s Office to meet students’ needs
• Maintain student records with documentation of contacts, communications, and counseling
• Analyze various system generated reports and act as needed to ensure timely awarding and disbursement of student financial aid
• Assists with default prevention measures
• Make recommendations and referrals to other institutional personnel as needed to support the student experience
• Review complex federal income tax returns and other documentation submitted and determine appropriate next steps for application
• Participate in high school financial aid nights and financial aid advocacy and professional membership organizations
• Support senior financial aid counselor(s) and financial aid advisor with time sensitive projects as assigned
• Escalate complex student files for review and assistance to ensure a seamless student first experience in resolving any extraordinary circumstances
• Perform related duties and special projects as assigned

Required Education, Knowledge, Skills, Abilities:

• Bachelor’s degree
• 3 or more years experience in higher education administration, financial aid experience in federal and institutional methodology preferred
• Demonstrated ability to work independently and in a team-based environment, manage conflicting priorities and work under deadlines
• Excellent numeric reasoning ability
• Knowledge of accounting concepts as well as competence in Excel
• Strong proficiency in Microsoft Office (Word, Excel, Powerpoint) and Google suite of software applications
• Detail-oriented with organizational and problem-solving skills
• Able to manage deadline-oriented projects
• Able to demonstrate critical thinking, interpersonal, oral and written communication skills
• Able to practice effective cross-cultural communication skills both verbally and in writing
• Willingness and ability to take initiative
• Able to handle sensitive information in a confidential manner
• Able to work well with all levels of employees, be flexible in nature, have sound judgment with an open and collaborative style that encourages teamwork and cooperation beyond the immediate team to the broader organization.

Preferred Education, Knowledge, Skills, Abilities:

• 5 or more years experience in higher education administration, financial aid experience in federal and institutional methodology preferred
• Knowledge of Veteran Affairs resources and Federal processes.

Accountabilities:

• Responsible for own work.

Physical Requirements:

• Sedentary work primarily involves sitting/standing; communicating with others to exchange information; repeating motions that may include the wrists, hands, and/or fingers; and assessing the accuracy, neatness, and thoroughness of the work assigned.

Environmental Conditions:

• No environmental conditions

Disclaimer:

This position profile identifies the key responsibilities and expectations for performance. It cannot encompass all specific job tasks that an employee may be required to perform. Employees are required to follow any other job-related instructions and perform job-related duties as may be reasonably assigned by the employee’s supervisor.

To help provide a safe learning and living community, Wake Forest University conducts background investigations and drug screens for all final candidates being considered for employment.

Wake Forest seeks to recruit and retain a diverse workforce and encourages qualified candidates across all group demographics to apply. Wake Forest University is committed to providing access and reasonable accommodation in employment for individuals with disabilities.

Additional Job Description

Time Type Requirement

Full timeNote to Applicant:This position profile identifies the key responsibilities and expectations for performance. It cannot encompass all specific job tasks that an employee may be required to perform. Employees are required to follow any other job-related instructions and perform job-related duties as may be reasonably assigned by his/her supervisor.

In order to provide a safe and productive learning and living community, Wake Forest University conducts background investigations and drug screens for all final staff candidates being considered for employment.

Wake Forest seeks to recruit and retain a diverse workforce while promoting an inclusive work environment committed to excellence in the spirit of Pro Humanitate. In adherence with applicable laws and as provided by University policies, the University prohibits discrimination in its employment practices on the basis of race, color, religion, national origin, sex, age, sexual orientation, gender identity and expression, genetic information, disability and veteran status and encourages qualified candidates across all group demographics to apply.