Program Assistant

The Program Assistant is part of the Student Financial Aid Department within University Enrollment Affairs at Vanderbilt University and is a key individual contributor responsible for providing administrative support and assistance with the planning and coordination of one or more events or programs/services as either an individual contributor or as a team member. Reporting to the Deputy Director, the Program Assistant interacts with students, parents, faculty, and internal/external stakeholders.

About the Work Unit:

The OSFA is responsible for providing financial assistance to students whose economic circumstances are such that they could not otherwise afford to attend. In addition, we provide limited merit-based assistance to select undergraduate students who demonstrate exceptional accomplishment and intellectual promise.

Vanderbilt welcomes students who can benefit from and contribute to the community, regardless of their financial situation. The University is committed to reviewing applicants for admission without regard to their financial need, then assistance is awarded to any student who establishes eligibility for such need-based assistance on the basis of family financial criteria.

Key Functions and Expected Performance:

Analyze and resolve operational problems. 

• Creates and disseminates communications to various customers, as needed.

• Develop reports and specifies required queries needed to verify data input.

Ensure accurate input and output of data files within the system.

• Support the import and processing of Common Origination and Disbursement (COD) Direct Loan files, identifying and resolving basic processing errors.

• Assist with the origination and processing of private education loans, including reviewing loan certifications and communicating with private lenders. 

• Assist with identifying and resolving loan processing errors, rejects, and discrepancies and escalate complex issues to senior OSFA staff. 

• Perform the Direct federal loan origination processing and ensure required data is accurately maintained within the system.

• Conduct NSLDS federal loan reviews to verify loan history and eligibility.

• Maintain confidentiality of student information and adhere to federal financial aid regulations and institutional policies and procedures. 

• Runs queries and processes to verify compliance with Vanderbilt and federal entities.

• Respond to questions from students, parents, staff, and colleagues regarding the status and processing of educational loans.

Evaluate and interpret data before data entry, scanning, and/or indexing.

• Coordinates the COD import responses and reviews the query output to assign appropriate workflow data.

Maintain documentation of assigned processes.

• Creates and maintains processing documentation for all assigned processes and/or tasks.

• Participates in all webinars and training sessions relative to operations of student financial aid.

Perform duties individually or as a team member to meet goals, objectives, and timeliness.

• Trains with other members to assist with priority deadline processes and required cross-training.

Review and respond to loan emails.

Supervisory Relationships:

This position does not have supervisory responsibility; this position reports administratively and functionally to the Deputy Director.

Education and Certifications:

• A high school diploma or GED is necessary.

Experience and Skills:

• At least two years of related experience is necessary.

• Ability to perform simple accounting procedures is preferred.

• Ability to communicate effectively, both orally and in writing is preferred.

• Records maintenance skills are preferred.

• Ability to process computer data and to format and generate reports is preferred.

• Knowledge of customer service standards and procedures is preferred.

• Database management skills are preferred.

• Ability to make administrative/procedural decisions and judgments is preferred.

• Ability to complete moderately complex administrative paperwork is preferred.

• Knowledge of financial aid policies, procedures, and eligibility requirements is preferred.

• Demonstrated ability working collaboratively in a team environment is necessary.