Financial Aid

**Duties & Responsibilities**

**DUTIES** **AND**

**RESPONSIBILITIES**:

- Handles front line inquiries related to need-based and merit-based student financial assistance, including student loans, grants, scholarships, bursaries, and other awards. Identifies incoming queries that require immediate addressing and action. Redirects to appropriate personnel when further advisory support may be required.
- Recommends and redirects students to the Advisor team when students require more in-depth advice on financial aid and award opportunities or when students are seeking financial advice and support options.
- Schedules and helps coordinate students into meetings with Advisors or recommends information sessions that may support students.
- Verifies and confirms student enrolment and/or admission status to complete Confirmation of Enrolment forms in accordance with internal and external Financial Aid or Award policies and procedures. Verifies the student’s enrollment and program details such as program, study period, year of study, the credential that the program leads to, tuition and book costs for the study period, etc. Confirms that the student meets the minimum criteria for the aid or award eligibility.
- Assists with compliance reporting by reviewing withdrawal, course loads and failures, ensuring criteria for financial aid is met based on, and in conjunction with, BCIT policies and the relevant policies and procedures of Provincial/Territorial government assistance programs. Identifies individual student funded study period, withdrawal date and type, reason for cancellation, and determines potential impacts on individual student funding. Notifies assistance programs according to guidelines and procedures.
- Explains appeal procedures on both loan and bursary program decisions.
- Assists in the preparation and distribution of communications and student correspondence, including notification letters and/or invitations.
- Tracks financial transactions, produces cheque requisitions and verifies accuracy of cheques.
- Liaises with BCIT’s Foundation Office and Revenue Accounting department regarding transactions on donor accounts.
- Liaises with internal and external parties on interrelated and integrated processes, dependencies and information that require coordination between groups on financial aid and award programs, information and processes. This includes liaising with government financial aid groups, internal revenue accounting and the Foundations team(s) as needed.
- Logs incoming student inquiries into Financial Aid databases.
- Supports maintenance, testing and amendments to databases as a database user.
- Assists with the matrices and reports for Financial Aid and Awards programs by gathering information or providing input.
- Participates in Records Custodian training and remains current with record keeping practices, policies and procedures (both BCIT and FOIPOP).
- Undertakes related duties as assigned, consistent with the job grade for this position.

**Qualifications**

**QUALIFICATIONS**:
**Definition**:The qualifications section for this job was developed using the approved job evaluation plan, agreed to between the BCGEU and BCIT. The qualifications represent the minimum qualifications required in the future (i.e. to be reflected in job postings) and do not reflect the incumbent’s existing qualifications.
- **Education**:

- Grade 12 plus completion of a 2 year post-secondary diploma in office administration and/or business administration.

**Experience**:

- Two years general experience plus one year related experience working with student financial assistance programs or customer service experience in a fast-paced complex setting.

**Software/Computer Application(s) and Expertise**:

- Proficiency using MS Office with experience using Excel spreadsheets.
- Experience using enterprise systems such as Banner and/or Ministry financial aid systems.
- Excellent keyboarding skills with the ability to type accurately.

**Communication/Interpersonal Skills**:

- Ability to provide exemplary customer service and support to all internal and external clients.
- Excellent interpersonal skills.
- Ability to communicate effectively with students and individuals from diverse backgrounds and abilities.
- Ability to work effectively as part of a busy team.
- Ability to deal with conflict using diplomacy, tact and discretion.
- Ability to maintain confidentiality.

**Administrative Skills (e.g. prioritizing, minute taking, wp speed, etc.)**:

- Ability to pay attention to details.
- Ability to work under pressure and prioritize tasks efficiently and simultaneously.
- Ability to remain organized.
- Ability to think critically to problem solve issues.
- Ability to compose correspondence with a high attention to detail.

**Other Skills/Abilities**:

- Excellent judgment and ability to respond to urgent and heightened situations.

**Additional Information**

**Benefits - Why you’d love working with us**
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