Description

Position Information

Posting Detail Information

Working Position Title
Financial Aid Coordinator (00003713)

Classification
Financial Aid Coordinator

Position Number
00003713

Open Date
09/11/2025

Close Date
10/02/2025

Priority Review Date

Employee Class
Staff

Full-Time/Part Time
Full-Time

FTE
1.00

Position Status
Regular

FLSA
Non-Exempt

Job code
0053

Union Representation
Union

Union Code
AFC - AFSCME C, Local #1890

Unit/Department
Financial Aid&Scholarship Offc

College/Unit
Enrollment Management

Division
Enrllmnt Mgmt, Mktg & Comms Dv

Location
SP 245

Link to Department Website or Custom Search Page
https://www.niu.edu/financial-aid/

Position Summary, Requirements, and Qualifications

Position Summary, Requirements, and Qualifications

Overview

Chartered in 1895, Northern Illinois University ( NIU ) is a student-centered, regional public research institution with a diverse and international student body of approximately 17,000 students. Located 65 miles from downtown Chicago, in DeKalb, Illinois, NIU is a thriving community of dedicated faculty, staff, students, alumni, local residents and friends. Together, we support the goal of providing upward mobility to our students as well as the opportunity to make an enduring impact on our future.

NIU has a long, rich tradition of academic excellence with a breadth of programmatic offerings that support the academic aspirations of our students. Our nationally and internationally recognized faculty are not only dedicated to advancing their academic disciplines, but, in collaboration with NIU staff, are also focused on providing meaningful curricular and co-curricular experiences that prepare NIU students to be successful in achieving their future goals. NIU is classified by the Carnegie Foundation as a Research University/High Research Activity and a Carnegie Engaged University. NIU offers baccalaureate, master's, doctoral and law degrees across more than 40 academic departments and seven colleges.

Position Summary

The incumbent in this position must develop a high degree of knowledge and expertise regarding a broad array of financial aid and scholarship programs. This person provides vital technology and processing support as well as front-line linkage between the FASO and its clients and must have the interpersonal skills and mature judgment to be a positive force in the delivery of financial aid. The incumbent must possess the ability to work in a sometimes hectic and stressful environment in a calm and professional manner.

Essential Duties and Responsibilities

Student Financial Aid Eligibility

• Serve as a processor for federal, state, and institutional aid programs. Review documents submitted for federal verification requirements and make updates to federal application data as appropriate.
• Review unusual or extenuating circumstances and difficult personal situations as referred to and escalate as appropriate.
• Manually package and adjust aid for students, including those with special circumstances.
• Evaluate and post financial assistance received from outside agencies and adjust other aid offered as appropriate.
• Participate in disbursement weekend activities and ongoing monitoring to ensure accurate awarding and disbursement of internal and external financial aid funds.
• Review and resolve exception reports as assigned, such as over awards, review of refunds, and enrollment changes.
• Identify and resolve issues in compliance with state, federal, and institutional regulations.
• Serve as the technical and regulatory expert and resource for one or more state, institutional, federal, or private aid program(s) as it relates to processing aid, to be assessed and determined upon hire and periodically thereafter.
• Assist in the development of financial aid policies and procedures
• Demonstrated ability to interpret, monitor and advise changes to federal and state regulations, announcements, updates to the Federal Student Aid Handbook and U.S. Department of Education announcements to ensure compliance with all oversight agencies.
• Work with Financial Aid senior staff in the development, improvement, and execution of processes and workflows.

Financial Aid Systems

• Responsible for system setup as it relates to item type creation - item type setup, aggregate limits, disbursement rules, and loan type setup.
• Serve as expert for federal and state statutes, regulations and oversight agency guidance of processing aid as it relates to system functionality.
• Assist with building test cases and implementation of testing for all system updates, data or rules table changes, packaging rules and processes, disbursement rules, ISIR load,
• verification system support, COA /Budget tables and rules.
• Oversee staff training and troubleshoot software issues as it relates to the student system.

Student Service

• Assist with vital front-line, student-centric service to support university recruitment and retention initiatives, and other university goals.
• Serve as a resource to the advising team and help advisors navigate complex aid situations.
• Meet with and counsel prospective and current students and family members in-person, via phone and email, and in virtual spaces regarding general university process such as applying for, interpreting, and accepting financial aid offers; making payments; searching for work-study
• positions; and applying for scholarships.
• Participate in university events such as orientations, preview days, transfer days, and others as needed.
• Utilize appropriate referral systems and processes and respond to requests from campus partners to provide a holistic student service experience.
• Participate in university committees as a representative of the department

Other Duties as Assigned

• Utilize strong interpersonal communication skills to work in a hectic and sometimes stressful environment in a professional manner.
• Participate in ongoing financial aid regulatory training sessions, such as the Federal Student Aid Conference, NASFAA Skills Webinars, ISAC Program Update sessions, and other professional development opportunities.
• Assume related duties as assigned by administrative staff.

Minimum Required Qualifications (Civil Service)

1. Any one or combination totaling three (3) years (36 months) from the categories below:

A. College coursework in any discipline, as measured by the following conversion table or its proportional equivalent:

• 30 semester hours equals one (1) year (12 months)
• Associate's Degree (60 semester hours) equals eighteen months (18 months)
• 90 semester hours equals two (2) years (24 months)
• Bachelor's Degree (120 semester hours) equals three (3) years (36 months)

B. Work experience coordinating office, business, or customer service/relations activities.

2. One (1) year (12 months) of higher education, student services, or closely related experience.

Knowledge, Skills, and Abilities (KSAs) (Civil Service)

1. Knowledge of all federal, state, institutional, and private financial aid regulations as they apply to packaging and disbursement of financial aid, disbursement of refunds, and Satisfactory Academic Progress ( SAP ).
2. Knowledge of the student application process.
3. Knowledge of Microsoft Office - Outlook, Excel, and Word and other computer programs.
4. Skill in mathematics and calculations.
5. Skill in customer service, and oral and written communication.
6. Skill in time management, organizing work assignments, and responding quickly and effectively to challenges.
7. Ability to interpret and apply internal and government policies, procedures, and regulations.
8. Ability to work in an environment that can be fast-paced and stressful.

Specialty Factors (Civil Service)

None

Preferred Qualifications (Civil Service)

1. Previous experience in a Financial Aid Office or closely related service position

Minimum Required Qualifications (SPS)

N/A

Additional Requirements (SPS)

N/A

Preferred Qualifications (SPS)

N/A

Physical demands/requirements

1. Regular office related duties
2. Excellent mobility of hands, wrist and fingers
3. Specific vision abilities required in this position include close and distance vision, color vision, depth perception and ability to focus.
4. Ability to work for extended periods at computer workstation.
5. Occasional lifting and moving items weighing up to 25 lbs.
6. Hybrid remote work is possible.

Appointment and Compensation Details

Appointment and Compensation Details

Anticipated Appointment Start Date
10/16/25

Anticipated Appointment End Date

Percent of Staff Year
1.00

Standard Hours Per Week
37.50

Working Hours
8 am - 4:30 pm Monday-Friday, one-hour lunch

Salary
$42,003.00-48,009.00 annually; NIU offers a robust benefits package.

Hourly or Semi-monthly Pay Rate/Range
$21.54-24.62 an hour

Earn Type
Hourly

Application Procedure

Application Procedure

Application Procedure

Required Procedures

1. Fully complete the Education and Work History sections of the application. Be specific on your entire work history, including employment dates and duties for all positions held. Applicable part-time work experience will be considered toward qualifying for this position; however, it will be converted to a full-time equivalency to determine combined length of experience. Important: Please upload any unofficial transcript(s) and/or documentation that verifies any education, experience, and/or training you have received.
   • If eligible for Veteran's Preference Points, DD214/DD215/NGB22/DD256 paperwork reflecting an Honorable Discharge MUST be uploaded to this application to receive the maximum eligible points on the Civil Service examination.
2. After the posting has closed, your submission will be reviewed to determine if you meet the minimum qualifications for the classification, including any specialty factors associated with this position. If you meet the minimum required qualifications for this position, you will receive a score based on your education and experience, and your name will be placed on the active employment register.
3. Please monitor your e-mail for further information regarding your application. Emails will be generated from [email protected] and [email protected] . Please add these emails to your address book to ensure timely delivery of any future communication.
4. Applicants must be a current citizen or resident of the State of Illinois to move forward in the hiring process.

Credentials Assessment Examination:

• The examination for this position is a Credentials Assessment and is based on your application materials as submitted for this posting. A Credential Assessment is a rating by the Human Resources Office of an applicant's/employee's education, experience, and special credentials/qualifications (licenses, etc.). Applicants are required to upload documentation to verify the minimum qualifications for this position has been met.
• Required documentation noted in the posting, such as a driver's license, licensures, or certifications MUST be uploaded with your application materials.
• After assessment of all qualified applicants has been completed for this position, the names with the top three (3) scores will be referred to the hiring department for interview.

Additional Details:

• Click on Financial Aid Coordinator for more information including salary ranges, typical duties, minimum acceptable qualifications, and testing requirements.
• Please click on Human Resource Services - Benefits for detailed information about Northern Illinois University's benefits package.
• Employment is contingent upon your passing a criminal background investigation. You may not begin work until the criminal background investigation results have been received and cleared by Human Resources.

Special Instructions

Quick Link to Applicant
https://employment.niu.edu/postings/86332

Is Background Check Required?
Yes

EEO Statement Summary

In accordance with applicable statutes and regulations, NIU is an equal opportunity employer and does not discriminate on the basis of race, ethnicity, color, national origin, ancestry, sex, religion, age, disability (physical and mental), marital status, veteran status, sexual orientation, gender (identity and expression), political affiliation, or any other factor unrelated to professional qualifications, and will comply with all applicable federal and state statutes, regulations and orders pertaining to nondiscrimination, equal opportunity and affirmative action.

The following person has been designated to handle inquiries regarding the non-discrimination policies:

Ethics and Compliance Officer, Title IX Coordinator
Health Services Building Room 230
[email protected]
815-753-5560

Visa Policy

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification document form upon hire.

ADA Accommodation

NIU remains committed to ensuring that its recruitment and application procedures include full opportunities for applicants with disabilities. Employment opportunities will not be denied to anyone because of the need to make accommodations for a person's disability during either the application or interview process. An applicant who believes they require an accommodation to participate in the employment process due to a disability may request that accommodation through the Accommodation Request Form . For further assistance, please contact the office of Affirmative Action and Equal Opportunity ( AAEO ) at [email protected] .

Safety Information

NIU provides annual reports on campus security and fire safety.
Read the Annual Security and Fire Safety Report .
Contact the Ethics and Compliance Office at 815-753-9364 for a hard copy.

Applicant Documents

Required Documents

1. Resume/Curriculum Vitae
2. Cover Letter
3. List of at least 3 Professional References

Optional Documents

1. Transcripts (unofficial with official required at hire)
2. Military Discharge Documents ONLY (DD214/DD215/NGB22/DD256)

Supplemental Questions

Required fields are indicated with an asterisk (*).

1. * Are you currently a citizen or resident of the State of Illinois?
   • Yes
   • No
2. * What is the highest level of education attained?
   • GED
   • High School Diploma
   • Associates Degree
   • Bachelors Degree
   • Masters Degree
   • PHD
3. * How many years of experience do you have in this type of position?
   • 0-1
   • 1-3
   • 3-5
   • 5-7
   • 7+
4. * If applicable, have you attached a copy of your DD214, DD215, NGB22, or DD256 for consideration of Veterans Preference Points? The copy submitted should reflect the status of discharge in order to be considered.
   • Yes
   • No
   • Not Applicable
5. * Select the answer that best describes your work experience monitoring student's eligibility to receive financial aid; reviewing changes in regulations affecting various campus-based programs, guaranteed loans, state grants, and institutional programs; assisting in the direction, management, and administration of scholarship and grant programs.
   • Work experience not directly related to tasks described.
   • Work experience demonstrates a minimum or entry level competency relevant to the tasks described, requiring periodic supervision and some assistance.
   • Work experience demonstrates a high level of competency relevant to the tasks described, performing specified job functions with little or no supervision or assistance.
6. * Please provide the name of the employer and the dates of employment where you gained this experience. Please note that this information must be verified on an NIU application and/or résumé. ("See Résumé" is not an acceptable response.)
   (Open Ended Question)
7. * Select the answer that best describes your work experience verifying student eligibility criteria and reviewing and awarding applicants for financial aid in accordance with federal, state, and institutional regulations and policies; working with students and agencies to resolve discrepancies.
   • Work experience not directly related to tasks described.
   • Work experience demonstrates a minimum or entry level competency relevant to the tasks described, requiring periodic supervision and some assistance.
   • Work experience demonstrates a high level of competency relevant to the tasks described, performing specified job functions with little or no supervision or assistance.
8. * Please provide the name of the employer and the dates of employment where you gained this experience. Please note that this information must be verified on an NIU application and/or résumé. ("See Résumé" is not an acceptable response.)
   (Open Ended Question)
9. * Select the answer that best describes your work experience managing correspondence and providing general financial information concerning account receivables, tuition assistance, and other financial programs; assisting students with suggestions for locating institutional grants and scholarships.
   • Work experience not directly related to tasks described.
   • Work experience demonstrates a minimum or entry level competency relevant to the tasks described, requiring periodic supervision and some assistance.
   • Work experience demonstrates a high level of competency relevant to the tasks described, performing specified job functions with little or no supervision or assistance.
10. * Please provide the name of the employer and the dates of employment where you gained this experience. Please note that this information must be verified on an NIU application and/or résumé. ("See Résumé" is not an acceptable response.)
    (Open Ended Question)
11. * Select the answer that best describes your work experience coordinating, scheduling, and providing in-service training and staff meetings as delegated.
    • Work experience not directly related to tasks described.
    • Work experience demonstrates a minimum or entry level competency relevant to the tasks described, requiring periodic supervision and some assistance.
    • Work experience demonstrates a high level of competency relevant to the tasks described, performing specified job functions with little or no supervision or assistance.
12. * Please provide the name of the employer and the dates of employment where you gained this experience. Please note that this information must be verified on an NIU application and/or résumé. ("See Résumé" is not an acceptable response)
    (Open Ended Question)
13. * Select the answer that best describes your work experience preparing or overseeing the preparation of statistical, operating, and planning records and/or reports; maintaining spreadsheets for various institutional programs for tracking and balancing purposes; overseeing all aspects of a file management system.
    • Work experience not directly related to tasks described.
    • Work experience demonstrates a minimum or entry level competency relevant to the tasks described, requiring periodic supervision and some assistance.
    • Work experience demonstrates a high level of competency relevant to the tasks described, performing specified job functions with little or no supervision or assistance.
14. * Please provide the name of the employer and the dates of employment where you gained this experience. Please note that this information must be verified on an NIU application and/or résumé. ("See Résumé" is not an acceptable response)
    (Open Ended Question)