Job Description
Department:
Student Financial Services
Pay Rate Type:
Salary
Employee Type:
Job Summary:
The Global & Supplemental Aid Financial Specialist is responsible for overseeing and managing student financial payments related to the College’s supplemental aid programs, study abroad financial aid payments, and special award and internship payments. This position also processes student-related expense reports.
The specialist plays a vital customer service role, responding to inquiries from students, faculty, staff, and external service providers, and ensuring payments are processed efficiently, accurately, and in compliance with financial aid policies and institutional, federal, and international regulations. This position works closely with Student Financial Services, Administrative Financial Services, academic departments, and other campus partners.
Essential Functions
To be successful in this position, an individual should be able to perform the essential duties and bring the education, experience, knowledge, skills, and abilities that support the role. Colby College supports the Americans with Disabilities Act and is committed to providing reasonable accommodations to enable individuals with disabilities to perform the essential functions of the position. This list of duties is intended to be representative rather than exhaustive, and additional responsibilities may be assigned as needed.
Supplemental Programs
- Review, approve, and process payment and reimbursement requests for student awards, activities, and other supplemental programs.
- Monitor incoming payment requests; gather and verify required documentation.
- Evaluate complex requests for compliance with institutional policy and federal guidelines; independently resolve discrepancies by interpreting policy and determining appropriate financial actions.
- Accurately process and code payments in Workday.
- Coordinate with the Finance Office to ensure payments meet policy and compliance standards.
- Advise requesters on payment procedures, tax implications, and considerations for international students.
- Respond to inquiries related to supplemental program payments.
Special Payments and Expense Reports
- Review, process, and code special student-related payments, including awards, internships, and other one-time payments.
- Review and process student expense reports, ensuring completeness, appropriate approvals, and compliance with institutional policies.
- Communicate with students and departments to resolve discrepancies and clarify requirements.
Study Abroad Financial Aid
- Work with Global Education Opportunities program staff to ensure timely and compliant financial aid payments to students and study abroad institutions.
- Verify payment documentation and approval status.
- Reconcile payments and track program expenditures.
Unclaimed Property
- Assist with reconciliation and processing of unclaimed property related to:
- Student Accounts
- Colby Card
- Title IV Refunds
Customer Service & Communication
- Deliver high-quality customer service in person, online, and via phone.
- Serve as a primary contact for questions related to student payment processes.
- Coordinate with various College departments and external agencies to ensure seamless delivery of student financial services.
- Provide clear, knowledgeable consultation to department heads and faculty regarding the financial implications and regulatory framework of various student award types.
- Maintain a student-centered, service-oriented approach in all communications.
Position Qualifications
Minimum Qualifications:
Education and/or experience:
- Associates degree or equivalent in experience
- Demonstrated commitment to exceptional customer service
- Strong attention to detail and accuracy
- Ability to analyze issues, troubleshoot, and recommend solutions
- Time management skills with the ability to meet deadlines and prioritize competing tasks.
- Understanding of relevant tax reporting requirements (e.g. IRS Forms 1099, 1098-T, and 1042-S).
- Proficiency with office software and comfort learning financial systems (e.g., Workday)
- Ability to work both independently and collaboratively
- Strong interpersonal, written, and verbal communication skills
- Ability to use discretion and judgment when working with confidential student information.
- Demonstrated ability to exercise significant discretion and independent judgment in matters of financial compliance and policy interpretation.
- Cultural competence and ability to interact respectfully with a diverse population.
Preferred Qualifications or Skills:
- Bachelor’s degree preferred
- 3-5 years of experience in accounting, accounts payable, financial aid, or student account services.
- Familiarity with financial aid or ERP systems (Workday or similar).
Physical/Mental Demands
The physical demands and work environment characteristics described here reflect what is typically needed to perform the essential functions of this position and what may be experienced while carrying out those duties. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- To perform this role effectively, an employee is expected to handle employee information, documents, and sensitive matters with care, professionalism, and respect for privacy.
- This position involves working with a variety of timelines, including some that require quick turnaround and responsiveness to urgent needs.
- In this role, the employee will interact with members of the public and others in a variety of situations and conversations. Presenting oneself in a professional, respectful, and thoughtful manner at all times is an important part of the role.
- This position includes regular movement throughout the office spaces, hallways, meeting rooms, and other campus locations.
- Daily work may involve extended use of a computer, including keyboard and mouse.
- Physical requirements differ by position. In general, most roles involve lifting up to 10 pounds regularly, with some positions requiring occasional lifting of up to 35 pounds or more, in more physically demanding roles, up to 50 pounds.
- Vision requirements for this position include the ability to see clearly at close and far distances and to adjust focus as needed.
- The work environment is dynamic and engaging, often involving multiple tasks and projects that require shifting focus and strong organizational skills.
- The noise level is generally moderate; however, there may be occasional moments of louder sounds depending on campus activity.
To Apply:
Interested candidates should apply electronically by clicking the “Apply Now” button on the Colby College website. Please upload a cover letter and resume to your application.
