Financial Aid System Administrator

2 months ago

Hamilton, Ontario, Canada McMaster University Full time
About the Role

We are seeking a highly skilled and experienced Financial Aid System Administrator to join our team at McMaster University. As a key member of our Office of the Registrar, you will play a critical role in supporting the centralized and decentralized financial aid activities of students, aid administrators, committee members, and others.

Key Responsibilities
  • Complete system rollover processes to set up new aid years.
  • Configure and maintain delivered and customized configuration tables, including OSAP cost code tables, cost code pattern tables, user table configuration, message text, translate values, early award categories, and award values.
  • Keep abreast of academic structure changes and make necessary changes in the system to ensure proper administration of aid programs and applications for students.
  • Configure complex item types with strict adherence to coding structures and smart numbering as new sources of financial aid become available.
  • Deactivate item types no longer in use.
  • Generate, distribute, and gather templates to collect fiscal balances for all sources of financial aid, validate format, correctness, and completeness of data, and load to the system on an annual basis to set fiscal spending limits.
  • Set up and maintain the configuration required for scoring and ranking of award applications by committee members.
  • Develop and maintain online aid application controls and student fillable supporting documentation templates to ensure students have access to University-wide aid applications.
  • Create, validate, and complete complex University and Government file loads and extracts using batch processes, templates, staging tables, validation reports, etc.
  • Use queries, processes, and/or manipulation of spreadsheets to assist others with award and bursary aid assignment/allocations from operating and trust funds.
  • Assist with work program administration by completing work program requisitions, student application approvals, work program hires, student status monitoring, end of work program processing, and transfer of employer payroll subsidies.
  • Develop and maintain an Excel template that collects aid administrator input and uses multiple formulas to calculate a standard need score for a student.
  • Create technical/user documentation and develop operational plans and schedules to ensure that all processing for all aid administrators is carried out in a way that ensures required standards and data integrity are maintained.
  • Schedule and/or run batch jobs, monitor the status of batch processes, and follow up with aid administrators to advise of results.
  • Plan and coordinate various events, such as workshops for financial aid administrators, user group meetings, training for committee members, system requirements gathering sessions, and student focus groups.
  • Provide technical advice and guidance to others, train and support others on system functionality and business processes, and liaise with UTS on systems-related issues.
  • Evaluate data query requests from aid administrators, assess feasibility and requirements to fulfill the requests, and plan and write complex queries from multiple tables.
  • Manage the security permission list and role authorization processes, track suggestions for system improvements, and understand complex business processes of aid administrators University-wide.
  • Develop and implement best practices to support aid administrators and seek ways to improve system functionality, performance, and efficiency to ensure it meets the business needs of the University community.
  • Develop and conduct peer reviews of business requirements, develop test cases and implementation plans for new/revised business processes and/or system enhancements/changes, and remain current with frequent updates and changes to relevant technology.
  • Interpret and apply University and government policies, evaluate student transcripts, student records data, admission data, need score information, and supporting documentation to make decisions regarding a student's eligibility for merit awards and/or need-based aid.
  • Ensure awards are processed and disbursed to student accounts prior to tuition deadlines, manually enter award notations on student transcripts, and correspond and interact with students, parents, faculties, and department offices.
  • Independently troubleshoot issues raised by aid administrators and students, determine the scope and severity of the issue, and provide advice on how to resolve the problem.
  • Assist with government student aid processing during peak periods, including keying of OSAP signature pages, reviewing student academic progress results, applying academic progress warnings/restrictions, completing OSAP drop units and withdrawals, and updating OSAP applications as a result of changes identified on government aid status reports.
Requirements
  • Bachelor's degree in a relevant field.
  • 3 years of relevant experience.
  • Strong communication, teamwork, and analytical skills.
  • Technical skills in user tables, cost codes, Excel, and queries.
  • Ability to recommend system solutions.

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