Job Description:

• Manages the administration of approximately $40 million in divisional student financial aid, ensuring the funding is drawn from the appropriate accounts, entered into the Universityâ™s financial aid system, and recorded in divisional files/databases.
• Manages the annual student financial aid renewal process, working with the departments on their studentsâ™ eligibility for funding, communicating with students about financial disbursements, and informing students about changes in financial aid allocations.
• Manages the dissertation fellowship competition, works with faculty on the selection of fellowship recipients, notifies recipients of the awards, and coordinates adherence to University and Divisional policies on fellowship eligibility.
• Coordinates with departments and centers on their fellowships, including FLAS, Nicholson, and CSGS.
• Oversees endowment funding allocations and works with appropriate campus partners to ensure student/donor recognition.
• Administers the dissertation research travel grant, placing parameters on applications, communicating with students/departments regarding awards and reimbursements.
• Coordinates with the Office of the Registrar, Graduate Financial Aid, Office of the Bursar/Campus and Student Life to resolve discrepancies in student information kept in the Universityâ™s Academic Information System (AIS) and provides feedback to these offices when changes in student status in the registration component are not accurately reflected in the financial aid and/or billing components of AIS. 
• Processes student leave of absences and withdrawals, reviews documentation, and makes appropriate stipend adjustments.
• Manages candidacy requirements, time to degree expectations, and maximum time limit enrollment situations with departments/programs, and changes enrollment status when appropriate.
• Pulls student holds on a weekly basis to review for changes in enrollment status related to unresolved restricted registration.
• Manages registration concerns/questions, add/drop processing, and communications with departments/programs regarding registration policies.
• Ensures adherence to institutional policies and procedures. Works closely with the Offices of the Registrar, Bursar, Graduate Financial Aid, International Affairs, UChicagoGRAD, Humanities departments, and other areas as required.
• Attends monthly Assistant/Associate Dean of Students meetings.
• Assists with the Divisional Convocation ceremony coordination, managing staff volunteers and training, day-of-event logistics, confirming enrollment status of graduates, and supporting the convocation team.
• Organizes the Divisional Orientation, including reserving space, inviting speakers, ordering swag, communicating with incoming students, and tracking responses.
• Assists students with a range of straightforward enrollment and billing problems by analyzing possible solutions using standard procedures.
• Coordinates the financial aid award process for a designated group of students by coordinating the cycle of awards and reviewing and revising aid application materials. Reviews and packages financial aid awards.
• Analyzes the maximum aid needed to students yet remain within government guidelines and overall budget limitations for aid distribution.
• Communicates financial aid policies and programs to currently enrolled students with moderate guidance.
• Performs other related work as needed.

Preferred Qualifications

Education:

• Advanced degree in a humanistic field or higher education administration.

Experience:

• At least 2 years of progressively responsible experience in higher education.
• Demonstrated experience in managing financial aid processes and billing, registration, fellowships, and event planning.
• Financial management experience.

Technical Skills or Knowledge:

• Advanced skills in Microsoft platforms.
• Create tools to track and analyze data; ability to convey data.
• Excellent computer skills, including knowledge of word processing, spreadsheets, and databases.
• Expertise in data management and analysis.

Preferred Competencies

• Excellent written and oral communication skills to communicate effectively and cultivate positive working relationships with students, staff, faculty, and the general public.
• Excellent interpersonal skills including outstanding judgment, discretion, a strong ethical approach to decision-making and a demonstrated ability to resolve conflicts fairly and diplomatically.
• Maintain confidentiality.
• Manage records and maintain financial aid accounts with superior accuracy.
• Work independently, take direction, and achieve consensus.
• Knowledge of registration, billing and financial aid procedures.
• Excellent organizational skills, problem-solving, and attention to detail.
• Manage day-to-day duties with efficiency and coordinate multiple long-term projects effectively.
• Good judgment and capacity to balance competing goals.

Working Conditions

• Set up and break down equipment for related events.
• Travel with minimal frequency.
• Hybrid working hours.

Application Documents

• Resume/CV (required)
• Letter of Interest in this position (required)
• References Contact Information (3)(required)

The University of Chicago is an Affirmative Action/Equal Opportunity/Disabled/Veterans Employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, status as an individual with a disability, protected veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination.

Staff Job seekers in need of a reasonable accommodation to complete the application process should call 773-702-5800 or submit a request via the Applicant Inquiry Form.

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