Financial Aid & Recruitment Specialist

About the role

This position provides student-centered financial aid advising and operational support as its primary responsibility including responding to inquiries, assisting with financial aid processes, maintaining accurate records, and supporting students in understanding financial aid policies and procedures.

The position also cross-trains with and provides flexible support to the Recruitment team, assisting with prospective student outreach, recruitment activities, communications, and enrollment-related services as operational needs require. The employee collaborates across departments to provide timely, accurate, and welcoming service to prospective and current students.

Working hours may vary, and occasional evening or weekend assignments and travel may be required.

Financial Aid Advising and Operations

• Provide accurate, timely responses to student, staff, and family inquiries by telephone, email, ticketing systems, and in person; monitor assigned Financial Aid inboxes and Smartview tickets.
• Advise students and campus colleagues regarding financial aid eligibility, application steps, documentation, policies, procedures, and next steps; refer complex or specialized matters appropriately.
• Perform data entry, document imaging, filing, correspondence, and maintenance of student financial aid records in accordance with established procedures.
• Process agency forms and assigned financial aid documentation; run, review, and process required reports and follow up on identified issues.
• Assist with scholarship administration, including participation in the Ivy Tech Foundation Scholarship Committee and entry of awards in Banner, as assigned.
• Support Satisfactory Academic Progress (SAP) appeals processes, including committee participation, recording decisions, and notifying students, as assigned.
• Use applicable government and institutional systems, including ScholarTrack, CPS, COD, NSLDS, and other approved resources, to research and resolve student financial aid concerns.
• Assist with tier-two verification inquiries from Express Enrollment and upload or route documents through approved systems.
• Review program changes and related student information to identify potential impacts on continuing financial aid eligibility.
• Provide backup and coverage for other Financial Aid staff during absences, peak periods, and special initiatives.

Recruitment Cross-Training and Team Support

• Cross-train on Recruitment team processes, systems, and service expectations to provide informed backup and flexible coverage.
• Participate in on-campus and off-campus recruitment events, information sessions, community activities, and other enrollment outreach opportunities, as assigned.
• Collaborate with Recruitment, Admissions, Express Enrollment, Academic Affairs, and other student services to support a coordinated prospective-to-enrolled student experience.
• Provide coverage during Recruitment team absences, high-volume periods, or special events, including occasional nontraditional hours when scheduled.

All responsibilities will be conducted within the parameters of the Family Educational Rights and Privacy Act (FERPA), applicable financial aid regulations, College policies, and professional standards.

Minimum Qualifications

• Associate’s degree from an accredited institution or equivalent experience required.
• Experience in student services, financial aid, enrollment services, recruitment, customer service, or a related field preferred.
• Ability to learn and accurately explain financial aid and enrollment policies, procedures, and technology systems.
• Strong interpersonal, written, verbal, organizational, and problem-solving skills; ability to work effectively with diverse student populations and campus partners.
• Ability to exercise sound judgment, maintain confidentiality, manage competing priorities, and provide attentive service in a high-volume environment.
• Proficiency with Microsoft Office and ability to learn College information systems, CRM tools, and financial aid platforms.
• Willingness and ability to travel locally and work occasional evenings or weekends to support recruitment and enrollment activities.

Preferred Qualifications

• Previous experience in higher education financial aid, admissions, recruitment, or enrollment services.
• Familiarity with Banner, Smartview, CRM systems, and federal or state financial aid processes.

Additional information

The statements contained herein describe the scope of the responsibility and essential functions of this position, but should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned, including work in other areas to cover absences, provide relief during peak periods, or otherwise balance the workload.

Pay and benefits

Ivy Tech is committed to supporting the well-being, growth, and financial security of our full-time faculty and staff. Our comprehensive benefits package includes:

Health & Wellness

• Multiple medical plan options paired with a Health Savings Account with a generous employer contribution
• Dental plan with no-cost preventive services and coverage for orthodontia
• Vision plan with low-cost exams and allowances for glasses or contact lenses
• Employee Assistance Program offering no-cost confidential counseling sessions, legal consultations, financial planning consultations, and other resources
• Wellness program with opportunities to earn $250 in Wellness Rewards
• Flexible Spending Accounts for healthcare (limited purpose) and dependent care

Retirement & Financial Security - 10% employer retirement contribution, fully vested after two years

• Basic life insurance equal to annual salary paid by the College, with optional supplemental coverage
• Short-term and long-term disability benefits

Educational Benefits

• Fee remission for employees, spouses, and dependent children
• Tuition assistance for undergraduate, graduate, and doctoral programs
• Paid professional development opportunities

Work‑Life Balance

• Generous paid time off, including vacation, sick leave, holidays, and winter recess
• Flexible work arrangements where available
• Paid childbirth recovery leave (8 weeks)
• Paid parental leave (4 weeks)

Additional Perks

• Eligibility for Public Service Loan Forgiveness
• Additional discounts on gym memberships, transportation, and various retail services

• Ivy Tech is proud to offer benefits that support your health, your family, and your future—because when our employees thrive, our students and communities thrive too.
• Note: Employees who re-hire with the College within 180 days of leaving a full-time position with the College may be eligible for additional benefits depending on their bridged seniority date.