Manager, Student Financial Aid

Compensation

$

Hours Per Week

37.5

Number Of Positions

1

Job Description

Minimum Requirements:

Bachelor's degree in a related field and four (4) years of relevant experience or an equivalent combination of education and experience. Grade 6 (Salaried)

Position Description:

The Manager of Student Financial Aid at the University of Louisville serves as an operational leader, supervisor, and program manager within the Fiscal, Operational, and Scholarship Management (FOSM) team of the Student Financial Aid Office. The position manages assigned scholarship and state aid programs, coordinates fiscal operations and reconciliation, and supports accurate, timely awarding and disbursement of student assistance.

Working under the direction of the Director of Institutional Aid Management, the position translates program requirements and office priorities into documented procedures, coordinated workflows, and reliable financial controls. Responsibilities include staff supervision, eligibility review, award adjustments, account monitoring, reporting, student communications, and resolution of complex processing issues.

The position collaborates with campus partners, state agencies, and outside organizations; uses PeopleSoft Campus Solutions, Workday Finance, and reporting tools to support data accuracy and fiscal accountability; and identifies opportunities to improve efficiency and reduce manual work. The position provides training and guidance and counsels students and families on application requirements, eligibility, and the coordination of aid from multiple sources.

Essential Duties and Responsibilities

Staff Supervision and Workflow Management. Supervise assigned professional, student, and temporary employees, including the Financial Aid Coordinator as assigned. Establish work priorities, monitor completion and accuracy, provide coaching and performance feedback, and maintain cross-training and backup coverage for critical processes. Coordinate shared support activities with other office teams.

Scholarship and State Aid Administration. Manage assigned institutional, departmental, outside, and state aid programs from eligibility review through awarding, adjustment, disbursement coordination, and reconciliation. Maintain program calendars, review enrollment and other eligibility requirements, resolve exceptions within delegated authority, and coordinate with other aid to prevent conflicting awards and processing errors.

State Agency Reporting and Reconciliation. Coordinate assigned Kentucky Higher Education Assistance Authority and other state program activities, including eligibility verification files, requests for funds, payment rosters, refunds, and reconciliation. Maintain supporting records, monitor deadlines, and resolve discrepancies with state agencies and university partners.

Athletics and Campus Partnership Awards. Coordinate assigned athletics aid and awards administered with academic and administrative units, employers, and community partners. Verify award instructions and applicable eligibility requirements; coordinate awarding, disbursement, adjustments, and communications; and resolve issues with the responsible campus partners.

Fiscal Operations and Financial Controls. Monitor and reconcile assigned SFAO operating, scholarship, grant, and other accounts. Review purchasing card transactions and reallocations, expense reports, expenditure classifications, and supporting documentation within delegated authority. Coordinate account or grant setup and monitoring with responsible university offices, support assigned Federal Work-Study fiscal activities and escalate unresolved discrepancies.

Systems, Queries, and Data Quality. Use PeopleSoft Campus Solutions, Workday Finance, Excel, and approved reporting tools to monitor awards, account activity, and processing outcomes. Maintain assigned program setup and award item types in coordination with system owners. Review recurring queries, investigate exceptions, and coordinate corrective actions and testing with financial aid, finance, and technology staff.

Compliance, Procedures, and Quality Assurance. Interpret and apply requirements relevant to assigned programs and fiscal activities. Maintain current procedures, processing checklists, reconciliation records, and review controls. Assess the operational effects of changing requirements, recommend revisions, implement approved changes, and provide records and explanations for audits and other reviews. Protect confidential student and financial information in accordance with university policies and applicable requirements.

Communications and Student Service. Counsel students, families, and campus partners regarding scholarship and financial aid application processes, eligibility, and award changes. Coordinate accurate, timely program communications, maintain informational materials, and oversee assigned service account or ticket queues. Resolve complex inquiries and refer issues requiring policy decisions or additional authority.

Training and Process Improvement. Train office staff, student employees, and campus partners on assigned programs, fiscal procedures, and system processes. Identify recurring errors, service delays, and manual tasks; recommend and implement approved workflow improvements, reporting enhancements, and automated communications. Monitor outcomes to confirm improvements in accuracy and timeliness.

Team Leadership and Operational Continuity. Represent the FOSM team at the request of office leadership and provide designated coverage in the absence of the supervising director. Coordinate with other SFAO teams to support office priorities and peak processing periods. Perform other related duties as assigned.

Preferred Qualifications

Master’s degree

Proficiency with Microsoft Word, Excel, email, and web-based applications.

Effective oral, written, and interpersonal communication skills.

Experience administering scholarships and state aid programs, including Kentucky aid programs.

Knowledge of federal and state financial aid requirements and the coordination of aid from multiple sources.

Experience with PeopleSoft Campus Solutions and Workday Finance.

Experience with financial reconciliation, account monitoring, purchasing, or expenditure review.

Supervisory experience, including staff training and workflow coordination.

Experience using queries, reports, and Excel to identify discrepancies and improve processes.

Competencies

Analytical Judgment: Evaluates program and financial data, identifies discrepancies, and recommends practical solutions.

Accuracy and Accountability: Maintains complete records, verifies work, and follows through on corrective actions.

Operational Leadership: Sets priorities, coordinates workloads, develops staff, and maintains reliable coverage.

Fiscal Stewardship: Uses sound controls to support appropriate expenditures, accurate reconciliation, and responsible fund management.

Service and Communication: Explains requirements clearly and provides timely, respectful assistance to students and partners.

Initiative and Adaptability: Anticipates needs, responds to changing requirements, and advances approved improvements.

Collaboration: Builds productive relationships across office teams and university and external partners.

Confidentiality and Professional Judgment: Handles sensitive information appropriately and recognizes when an issue requires escalation.

Occasional overnight travel may be required

Compensation will be commensurate to candidate experience.

Equal Employment Opportunity

The University of Louisville is an Equal Employment Opportunity employer. The University strives to provide equal employment opportunity on the basis of merit and without unlawful discrimination on the basis of race, sex, age, color, national origin, ethnicity, creed, religion, disability, genetic information, sexual orientation, gender, gender identity or expression, veteran status, marital status, or pregnancy. In accordance with the Rehabilitation Act of 1973 and the Vietnam Era Veteran Readjustment Act of 1974, the University prohibits job discrimination of individuals with disabilities, Vietnam era veterans, qualified special disabled veterans, recently separated veterans, and other protected veterans. The University acknowledges its obligations to ensure affirmative steps are taken to ensure equal employment opportunities for all employees and applicants for employment. It is the policy of the University that no employee or applicant for employment be subject to unlawful discrimination in terms of recruitment, hiring, promotion, contract, contract renewal, tenure, compensation, benefits, and/or working conditions. No employee or applicant for employment is required to endorse or condemn a specific ideology, political viewpoint, or social viewpoint to be eligible for hiring, contract renewal, tenure, or promotion.

Consistent with applicable law, demographic information is collected for aggregate reporting requirements. Demographic information provided through this application is not available to hiring managers/committees and is not considered in hiring or employment decisions.

Assistance and Accommodations

Computers are available for application submission at the Human Resources Department located at 2315 South First Street Walk, Room 02C - Louisville, Kentucky 40292.

If you require assistance or accommodation with our online application process, please contact us by email at [email protected] or by phone 502-852-6258.

Equal Employment Opportunity (EEO) Employer

Yes

Americans with Disabilities Act (ADA) compliant

Yes

Background Check Required

Yes

Place of Work

On-site

Requisition ID

R109610