Counselor, Program Specialist, Financial Aid

Counselor, Program Specialist, Financial Aid


Caldwell Community College and Technical Institute
2855 Hickory Boulevard
Hudson, NC 28638
Phone: 828-726-2200


$43,760.00 to $51,053.00 Annually



Job Category

  • Technical/Paraprofessional

Application Period

Opens: Thursday, March 16, 2023
Closes: Wednesday, April 5, 2023

Target Start Date

Thursday, March 16, 2023

Expected Work Hours

This is a full-time, 12-month position, requires the employee to be on campus or at an approved alternate location for at least thirty-six hours per week, Monday through Thursday, 8:00am-5:00pm,Friday, 8:00am-12:00pm, and one evening per week

Employment Type

full-time, 12-month position

Minimum Qualifications

Bachelor's degree is required. 

One year of full-time professional experience in financial aid operations and demonstrated proficiency with Microsoft Office is required.

Preferred Qualifications

Working knowledge of policy and procedure protocols, federal and state financial aid regulations, income verification and Ellucian Colleague is preferred.

Position Description

This position will provide information daily to prospective and currently enrolled students, parents and community members on all aspects of financial aid and eligibility. The Counselor/Program Specialist will be responsible for day to day verification activities in accordance to institutional, state, and federal regulation as well as all aspects of student financial aid packaging and notification processes. The Counselor/Program Specialist provides strategic oversight for the outreach, implementation, reconciliation, and management functions for any of the financial aid programs to which they are assigned in collaboration with guidance from the Director, Financial Aid. The Counselor/Program Specialist will be responsible for creating and maintaining required documentation and/or reports to effectively collaborate with the Director in analyzing and interpreting program compliance and effectiveness regarding all Title IV programs as it pertains to student eligibility. 


Essential and other responsibilities and duties may include, but are not limited to, the following:


Essential Functions:

  1. Maintain a working knowledge of all aspects of the Office of Financial Aid
  2. Counsel and advise prospective and enrolled students about financial aid application procedures, aid or benefit program availability and eligibility, educational costs, indebtedness, money management, and financial planning while customizing the delivery of information to the needs and situation of the individual.
  3. Analyzes and verifies financial data to determine aid eligibility.
  4. Using regulatory guidance and procedures established by the Office of Financial Aid, determine additional verification documents needed to resolve discrepant data.
  5. Accurately calculate or recalculate financial aid offers as needed or required using federal verification guidelines.
  6. Utilize Colleague to notify students of their eligibility status for any aid program, initial or amended aid offer(s) or general informational notice.
  7. Generate and analyze various system-generated reports to verify continued compliance and eligibility.
  8. Evaluate unusual or mitigating circumstances and collect appropriate documentation or information regarding dependency status and income reductions to make a referral to the Director for a special consideration.
  9. Serve as the primary point of contact as a subject matter expert for one or more of the following financial aid programs: Federal Work Study/Veterans Affairs/Satisfactory Academic Progress/Loans/Child Care Grant/State Aid/Outreach & Scholarships
  10. Utilize basic project management skills to conduct program data analyses, generate analytical reports, establish strategies for effective delivery of program aid, recommend changes for program growth or improvement, monitor and reconcile fund balances and perform adjustments to aid offers when necessary for any financial aid program that is assigned.
  11. Participates in the development and maintenance of institutional financial aid policies and procedures including setting goals, priorities, clarifying policy and developing internal control procedures.
  12. Make recommendations to the Director regarding program improvements.
  13. Assist in the processes of payment disbursement, record keeping and reporting regarding all financial aid programs.
  14. Assist in strategically planning an annual communication and workflow calendar for all financial aid processes.

Marginal Functions:

  1. Keep abreast of new or changing policies and regulations regarding financial aid by participating in professional development activities, attending workshops, conferences, seminars or other learning opportunities relative to the administration of any financial aid program.
  2. Serve on college committees; attend graduation ceremonies.
  3. Support the efforts of Enrollment Management by participating in off campus recruitment events and presenting financial aid program information to large and/or small groups.
  4. Assist in assuring compliance with SACSCOC standards.
  5. Perform other duties as assigned.

This position description covers the most essential functions and duties associated with this position. The President or appropriate supervisory personnel may assign additional duties. The College reserves the right to alter duties, responsibilities, conditions, working hours, and job title with or without notice


 Qualifications and Working Conditions:

Knowledge of:

Knowledge of state and federal regulations, guidelines and procedures for awarding of federal and state aid.

Operations, services, and activities of assigned department.

General principles and practices of fiscal, statistical, and administrative data collection and report preparation.

Business letter writing and report preparation techniques.

Basic principles and procedures of record keeping and reporting.

Modern office procedures, methods, and computer equipment.

English usage, spelling, grammar, and punctuation.

Basic accounting and mathematic principles.

Various computer software programs and networks.

Alpha and numerical filing systems.

College registration procedures.

 Ability to:

Work effectively and enjoy working with a diverse population.

Maintain a positive attitude in stressful situations.

Perform responsible and difficult professional level work, involving the use of critical thinking skills.

Understand the organization and operation of the CCC&TI campus as neces­sary to assume assigned responsibili­ties

Interpret and apply administrative and departmental policies, procedures, laws, and regulations.

Work independently in the absence of supervision.

Maintain a high level of confidentiality regarding student records not limited to personal and financial information.

Independently prepare professional level correspondences and memorandums.

Type and data entry at a speed necessary for successful job performance.

Participate in researching, compiling, analyzing, interpreting, and preparing a variety of fiscal, statistical, and administra­tive reports.

Operate and use modern office equipment including computer, printer, fax machine, and copier.

Work cooperatively with other departments, department officials and outside agencies.

Respond to requests and inquiries from students, faculty, and staff.

Communicate clearly and concisely, orally, and in writing.

Establish and maintain cooperative working relationships.

Environmental Conditions:

The employee should have the ability to effectively handle a work environment and conditions which involve an office and classroom workspace, working closely with others, and periodically working irregular hours.

The employee must maintain the office and teaching environments by maintaining equipment and supplies, ensuring overall cleanliness, functionality, and conformance to OSHA standards to provide a safe work environment


Physical Conditions:

Physical and marginal functions require the ability to maintain physical condition appropriate to the performance of assigned duties and responsibilities, which may include the following; standing, walking or sitting for extended periods, moderate lifting and carrying, general manual dexterity, operating assigned equipment, and extended exposure to computer screens.

The employee is required to maintain effective audio-visual discrimination and perception needed for making observations, reading and writing, operating assigned equipment, communicating with others, and handling varied tasks simultaneously.

Additionally, the employee must maintain mental capacity, which permits making sound decisions and using good judgment, demonstrating intellectual capabilities, and evaluating the effectiveness of programs and personnel.

Scheduling Conditions:

This is a full-time, 12-month position, which requires the employee to be on campus or at an approved alternate location for at least thirty-six hours per week, Monday through Thursday, 8:00am-5:00pm, and Friday, 8:00am-12:00pm, including one evening per week till 7:00 PM. This position generally works daytime hours, but has the potential for occasional evening or weekend hours.

Traveling Conditions:

Local travel between the Caldwell campus, Watauga campus, or any off-campus sites, may be needed. Out of state travel is limited, but may be required for training and conferences.

How to Apply

Job Post Contact


Executive Director, Human Resources

Caldwell Community College & Technical Institute

2855 Hickory Blvd.

Hudson, NC  28638

PH: (828) 726-2269