Financial Aid Operations Specialist

Position Summary :

Reporting to the Manager, OSAP and Operations, the Financial Aid Operations Specialist oversees daily operations of the Financial Assistance Office, driving its success through effective management of financial aid and student award programs.

They resolve anomalies, optimize workflows, and train new staff to ensure efficient financial aid processes. While overseeing work Study applications, they maintain payroll transfer records, and offer advisory services to help students secure financial resources.

Additionally, they provide expert guidance on Federal, Provincial, and Seneca Polytechnic financial aid programs and process OSAP appeals in alignment with Ministry guidelines.

Responsibilities :

Financial Aid & Bursary Management

• Oversee and coordinate OSAP and Bursary processes to ensure efficient and timely assessment.
• Initiate improvements to procedures for enhanced efficiency and effectiveness.
• Act as a resident expert for OSAP, ISBP, Canada Part-Time Loan, internal bursaries, and awards.
• Facilitate Ministry audits by preparing and organizing necessary documentation, ensuring regulatory compliance, and coordinating audit responses.

Assessment & Review

• Assist staff and students in identifying eligible financial aid programs.
• Ensure accuracy in policy application for OSAP account reviews.
• Monitor and process fee payments and refunds, ensuring accuracy and error correction.

Office & Staff Management

• Ensure consistent workflow and task allocation among staff; cover shifts as needed.
• Train new staff on policies and procedures; develop and maintain documentation.
• Act as backup for Financial Aid Advisors during absences.

Cost & Record Management

• Set up and maintain cost records for OSAP, ensuring accuracy in tuition, fees, and other charges.
• Collaborate with departments to ensure record accuracy.

Customer Service & External Relations

• Represent the Financial Aid Office in meetings and liaise with external agencies and public for policy explanations and issue resolution.
• Manage supplies procurement and maintain office inventory.

Work Study Program Management

• Conduct interviews, complete contracts, and manage schedules for Work Study students and part-time staff.
• Answer queries, maintain database, prepare financial reports, and verify applicant eligibility.

Qualifications : Education

Education

Minimum completed four (4) year degree in Business, Finance, Office Administration, Social Sciences, Accounting or a related field.

If education is in a related field, please state how it is relevant.

Experience

• Minimum five ( 5) years of progressive customer service experience in a financial assistance office, with recent in-depth knowledge of OSAP and related grants, bursaries and sub-programs.
• Strong technical background with experience in relational database systems, Microsoft Excel, Microsoft Word, Ministry OSAP.
• Experience with PeopleSoft Financial Aid Module preferred.

Skills

• Strong skills in reading, proofreading, writing, and mathematics, with expertise in financial aid advisement.
• Strong organizational and time management abilities for meeting deadlines and managing schedules.
• Excellent communication skills , both oral and written, in order to effectively interact with a range of multi-racial / cultural / able students involved in delicate personal or financial situations.
• Accurate numerical skills and proficiency in MS Excel, MS Word, and online systems (College SIS & Ministry OSAP, OneKEY) with 45 wpm data entry speed.
• Understanding of confidentiality requirements regarding student records and information.
• Strong customer service skills with the ability to problem solve and work under pressure.
• Ability to analyze, organize, execute and control complex procedures while utilizing and interacting with a sophisticated student information system and Ministry online system.
• Innovative mindset, with a focus on process improvement.

Note : A skills assessment test will be administered during the recruitment process.

A combination of relevant experience and education may be considered as equivalent to the above requirements in the event that there are no internal applicants that meet the qualifications as posted.

Equivalency will be assessed by the talent acquisition team.