Job Category: Student Services
Diversity and Inclusion Statement
Guided by an ethic of Vincentian personalism and professionalism, DePaul compassionately upholds the dignity of all members of its diverse, multi-faith, and inclusive community. We seek to hire collaborative, open-minded, and dedicated professionals who are committed to advancing our university mission to making education accessible to all, with special attention to including underserved and underrepresented communities. Successful candidates thrive in an environment where ideas and perspectives representing a wide variety of cultures, backgrounds and experiences are welcome and supported.
The Title IV Coordinator, as part of the OFA Compliance Team, performs highly complex professional work in processing Federal Student Aid (Title IV) returns to the U.S. Department of Education for all students who have officially or unofficially withdrawn from the University during a term. The Title IV coordinator reports directly to the Director of Compliance and works independently while ensuring timely adherence and institutional compliance with all Department of Education requirements as they pertain to the Return of Title IV Aid process. Key responsibilities include notifying and counseling students on award changes and revisions, documentation requirements, adherence of time sensitive completion and response to the Department of Education. Coordinator will create a process to monitor institutional statistics, monitor and incorporate federal regulations into our institutional policies and procedures and establishes efficient procedures for processing and reconciling aid. This position also monitors late withdrawals (administrative in nature) processed by the Dean of Students Office and college offices to ensure Federal Student Aid is properly returned, as necessary and works collaboratively with multiple university partners and external agencies to maintain regulatory timelines.
Responsibilities & Duties
- Responsible for managing and executing the entire Return of Federal Title IV Student Aid process (R2T4), which includes calculating and processing Federal Student Aid (Title IV) refunds for all withdrawn students (typically exceeding 1000 students annually), including official, unofficial and administrative withdrawals.
- In each instance, the coordinator must exercise independent judgment to identify, investigate, and resolve the prorated refund to ensure University compliance within the 45-day window.
- Confirm student enrollment, class attendance, and if appropriate, interact with the pertinent faculty members and staff to determine the student’s last date of attendance as defined by federal regulations.
- Calculates and determines the appropriate prorated award amount based on that last date of attendance, then ensure any funds for which the student was not eligible are returned to the US Department of Education through the appropriate channels in accordance with time sensitive requirements.
- Includes processing cancellations of all Title IV funding for students who withdraw prior to the start of classes each term.
- Coordinator must exhibit decision making and professional judgment skills to refund the appropriate federal refund amounts.
- Manages and monitors weekly reports, and email resource boxes and worklists on a daily basis, to determine the need for return of Title IV funds calculations and/or scholarship adjustments for each student.
- Respond to all withdrawal inquiries that are sent to the withdrawal email box, including counseling students who are considering the financial impact of withdrawing.
- Establishes and develops processes to ensure new regulations are incorporated into departmental policies and procedures.
- Ensures compliance of these regulations and trains other staff members on Return of Title IV, to ensure all staff are proficient and able to assist students effectively.
- Research and respond to various inquiries from the Student Accounts Office regarding the eligibility of students who have withdrawn, to ensure that students do not receive federal aid for which they are no longer eligible.
- Notify Student Records and Enrollment on a quarterly basis regarding the last date of attendance for students receiving all grades of FX or FX/W grade combinations for purposes of compliance reporting to the National Student Loan Clearinghouse.
- Performs other duties as assigned.
Education & Experience
- Bachelors degree.
- Capacity to work independently, effectively and under pressure during peak processing.
- Demonstrate decision making, professional judgment and analytical skill, with a high level of attention to detail.
- Capacity to embrace change and willingness to be flexible in work hours and hybrid work environment.
- Familiarity with student aid programs and student processes.
- This position is responsible for processing more than $1MM in Federal Student Aid and adhering to federal regulations which are regularly audited.
- Capacity to spend periods of time either sitting or standing.
- Capacity to spend extensive time viewing monitors.
Other Skills & Abilities Required
Functional Competency Expectations
- Advising & Counseling: Listening to students/customers and providing advice, service, support and recommendations.
- Audience Awareness: Understanding audience segments and measuring awareness to anticipate and modify tactics.
- Customer Service: Responding quickly, accurately and appropriately to resolve customer problems and build strong customer relationships.
- Data Management: Understanding and using appropriate systems, processes and methods for accessing, assembling and maintaining data.
- Production & Processes: Planning, monitoring and executing effective processes to produce outcomes, deliverables or output.
- Regulatory Acumen: Understanding compliance and legal requirements and their impact – Intermediate
Foundational Competency Expectations
- Collaboration & Teamwork: Working in a positive and cooperative manner with others to achieve shared objectives/Cultural Awareness & Sensitivity to Diversity.
- Demonstrating respect and appreciation of diverse societal and organizational cultures and groups within and outside the university.
- Effective Communication: Clearly, appropriately and persuasively conveying information and ideas when speaking and writing.
- Judgment & Decision Making: Choosing the best course of action and making decisions in the best interest of the university.
- Mission Focus & Institutional Knowledge: Keeping the university, division and department missions at the forefront of decision making and action, drawing upon knowledge of the institution.
- Project Management & Organization: Managing and prioritizing time and resources to ensure projects are completed within specified time period and parameters.
- Relationship & Network Building: Identifying opportunities for partnering in order to educate others, build trust, cultivate teams and accomplish goals.
Sustaining Competency Expectations
- Change Acumen: Understanding the complex dynamics of change, and helping others navigate through change.
- Conflict Management: Mediating and resolving conflicts and disagreements in a constructive manner.
- Continuous Improvement: Using a metrics-driven, quantitative approach, assesses and evaluates opportunities to improve the way work is done.
- Education Industry Acumen: Understanding the business of education and the underlying dynamics and forces that affect it.
- Learning Agility: Being aware of and understanding emerging trends, identifying new areas for learning and pursuing these opportunities with curiosity and passion.
- Self-Awareness: Operating with a combination of authenticity, curiosity, truth-facing, insight seeking, courage and openness.
- Systems Thinking: Focusing on the interrelatedness of activities and their impact on larger objectives.
For consideration, please include a resume and cover letter.
- 2 to 4 years of financial aid work experience strongly preferred.
- Solid understanding of federal financial aid regulations, particularly related to the return of Title IV funds.
- Willingness to be flexible in work hours during peak processing.
Salary & Benefits Package:
DePaul offers a comprehensive package including competitive pay and benefits to attract and retain the best talent in order to further the University’s mission. For more information, please visit the following pages:
Required Background Check:
Employment at DePaul University is contingent on passing a background check. Only final candidates who are extended an offer of employment will undergo a background check.
Required COVID-19 Vaccination:
Employment at DePaul University is contingent upon receiving all recommended doses of the COVID-19 vaccine or having a valid religious or medical reason not to be vaccinated. To request a religious or medical exemption, please email firstname.lastname@example.org.
Mandated Reporting of Child Abuse & Neglect:
Upon accepting an offer of employment with the university, you will also be required to sign an Acknowledgement of Mandated Reporter Status at the time of hire. A mandated reporter is required to make a report to the Illinois DCFS Hotline whenever there is reasonable cause to believe that a child known to them in their professional or official capacity may be abused or neglected. For more information, please visit the following pages:
Title IX Contact Information
Federal Title IX policy requires that all colleges and universities make known the contact information for the person responsible for coordinating its efforts to comply with Title IX responsibilities. The Title IX Office is on the Lincoln Park campus on the 3rd floor of the Student Center, 2250 N. Sheffield Avenue. The Title IX Office can be reached at 312-362-8970 or email@example.com.
DePaul University is an Equal Opportunity / Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, ethnicity, religion, sex, sexual orientation, gender identity, national origin, age, marital status, physical or mental disability, protected veteran status, genetic information or any other legally protected status, in accordance with applicable federal, state and local EEO laws.
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