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System Coordinator, Office of Financial Aid
Office of Financial Aid
Vacancy number 301328
Position Type: Regular, full-time exempt position with full, competitive benefits package
Opens: 08/30/23 Closes: 10/18/23
Salary: Commensurate with qualifications
• excellent tuition remission benefits
• outstanding health benefits plans and rates
• at least 11 paid holidays each year
• 40 days of annual, personal, and sick leave each year, including 20+ annual leave days
• great retirement plans
The System Coordinator for the Office of Financial Aid (OFA) supports the efforts of OFA leadership in the daily coordination of systems and processes which support the administration of federal, state, institutional and private or third-party financial aid programs. This position contributes to the mission of the University by supporting the systems and processes used to receive and process applications for student financial aid for new and continuing UBalt students. The System Coordinator reviews daily systems reports or other output for errors, discrepancies or concerns which may be escalated to the Associate Director or Director of OFA. The System Coordinator shares the responsibility, as a part of the OFA team, for the annual setup required for the startup of each new annual financial aid cycle in the Oracle PeopleSoft 9.2 Campus Solutions for OFA. The System Coordinator completes the necessary steps to help ensure the integrity and accuracy of data and application processing pre- and post- disbursement of financial aid. Financial aid program integrity is supported by producing accurate and timely monitoring reports, developing, and running queries to validate processing status and to facilitate and meet internal and external reporting requirements. In conjunction with OFA leadership, the System Coordinator works with UBalt Office of Technology Services (OTS) partners on processes related to annual updates required by federal and/or state regulations. Additionally, this position serves a support role for the OFA team by troubleshooting issues as they arise and working with OFA leadership to resolve.
We look forward to receiving your required electronic application with a cover letter and resume and learning about your interest in and qualifications for our vacancy. Please save your required cover letter and resume as one document (please make the file name short and without spaces or special characters) and attach it in the resume location. To apply, visit http://www.ubalt.edu/candidate_gateway/erecruit.html. Additional instructions below.
Key Functions/Responsibilities/Tasks:
System Maintenance, Processing and Support: Under the direction and with the support of the Office of Financial Aid (OFA) leadership, supports the financial aid module of administrative the student information system (SIS).
-Supports the performance of routine maintenance of external application uploads and revisions from the US Department of Education or similar related entities.
-Supports new operations or system setup for financial aid or other secondary related system and service indicator tables as instructed by OFA leadership.
-Serves in a support role to OFA leadership providing technical assistance for OFA team members on matters pertaining to Oracle PeopleSoft, including assistance in trouble-shooting setup in areas peripheral to but integrated with OFA, especially Admissions, Bursar, and Records and Registration.
-Escalates support requests to OTS and/or the Director/Associate Director of Financial Aid as necessary.
-Supports processes and workflows in enterprise technology tools like document imaging, electronic signatures, etc.
-Coordinates internal and external file sharing of financial aid related data with OFA leadership.
-Assists OFA leadership with system setup and testing of OFA enhancements, modifications, and for other operational units.
-Coordinates, on behalf of OFA leadership, UBalt access to and utilization of USDE and MHEC financial aid systems
Procedures and Data Documentation and Requests: Supports the development and maintenance of an OFA procedures manual and data dictionary in support of consistent and accurate responses to information requests.
-Following University policies and standards, develops, publishes, and maintains a database for the guidelines of the OFA
-Serves as the initial contact for data and report requests made to the OFA
-Develops, maintains, and runs queries as requested or needed for internal and external reporting to University stakeholders
Software Testing and Acceptance: Oversees testing by office staff of OFA-related technology systems to support successful and error free financial aid processing.
-Develops and maintains test plans for existing and new software system updates
-Develops and implements test plans for new system modifications and/or implementation of process enhancements
-Coordinate system testing of OFA processes during routine annual or interim system upgrades
-Coordinates testing of Oracle PeopleSoft OFA bundle
-Responsible for verifying accuracy and reliability of Oracle PeopleSoft OFA delivered bundle updates
Survey/Data Collection and Reporting: Supports and validates internal and external data collection resulting in accurate internal and external reporting.
-Coordinates and maintains processes for collection and validation of data
-Assists with updating external reporting using financial aid data
-Updates for review by OFA leadership reports requiring financial aid data
-Coordinates testing of Oracle PeopleSoft financial aid bundle
-Coordinates testing and application of new state or federal financial aid System enhancements or changes.
-Serves as a backup to the Enrollment Management Operations team which includes other duties as assigned.
-Provides customer service to prospective/current students and families and UBalt staff or faculty.
Required Education and Experience
Education: Bachelor’s degree
Experience: Three years of progressively responsible experience with information System, related query, and process maintenance.
Preferred Education and Experience
Education: Baccalaureate degree in related field/discipline that coordinates with/applies to the responsibilities of the position.
Experience: 5 years of progressive student information system experience
Experience working in higher education with a variety of software solutions related to financial aid or other student enrollment software applications.
Required Knowledge, Skills and Abilities
Knowledge of higher education enterprise resource planning (ERP) System setup and processes as they relate to financial aid.
Excellent communication skills; verbal, written and electronic.
Ability to work independently and to multi-task in a fast-paced, multi-system environment which often is running two to three years of processing concurrently.
Stays current with emerging technology; seeks opportunities to apply available technology to improve department results/service delivery.
Is results-oriented; takes accountability for completing work assignments; meets commitments and deadlines. Responds with appropriate urgency to requests for information and/or assistance.
Contributes ideas and shares information within and across work groups; shares lessons learned, documents processes.
Takes responsibility for continuous process performance improvement. Constructively voices new ideas; persists; takes extra steps to anticipate and overcome possible situations which could negatively impact students.
The University of Baltimore ("UBalt" or "University") does not discriminate on the basis of sex, gender, race, religion, age, disability, national origin, ethnicity, sexual orientation, gender identity, or other legally protected characteristics in its programs, activities or employment practices. UBalt is an Equal Opportunity/Affirmative Action/ADA Compliant Employer & Title IX Institution.
We appreciate your interest in our recruitment. Please review the information below before you visit http://www.ubalt.edu/candidate_gateway/erecruit.html to apply.
We need to receive your electronic application in our system by the vacancy closing date in order to consider you for the vacancy. Information follows about submitting the electronic application and attaching your required cover letter and resume.
Applicant Instructions: Using Candidate Gateway to View and Apply for UBalt Vacancies
The Candidate Gateway system serves as your connection to The University of Baltimore’s job application process. It is a free, safe and secure way for you to apply for the job you want, and it allows the Office of Human Resources to maintain accurate records. Your use of the system does not require you to surrender any of your rights to privacy or confidentiality during the application process. Only qualified members of UBalt’s Human Resources team and members of the relevant search committee can access your application information. The search committee will not have access to any information you provide to HR for affirmative action reporting purposes.
Please read and print the information below before you apply, and refer to it as you enter your application.
NAVIGATION
A - COVER LETTER AND RESUME ATTACHMENT AND UPLOAD
Before you apply:
• Save one PDF or Word file with your cover letter, resume, and any additional information you would like to have considered.
When you apply:
•In Candidate Gateway: Click “Browse” to access the Word or PDF document you saved with all of your documents.
•Then, click “Upload” to attach it.
•Click “Continue” to continue the application process.
B - ENTER DATA ON THE FOLLOWING PAGES:
Each page shows this display:
Previous Save Submit Close Application Careers Home NEXT
above and below the required data for the four categories shown above.
Click “Save” to save the data you entered on that page. The message “You have successfully submitted your job application.” confirms only that you entered that page of information into the system. You must click “Next” to continue and complete the entire application process.
1. Current and Prior Employment/Work Experience:
•Enter employment information relevant to your position of interest.
•You can use the first day of the month wherever dates are required.
•After you enter your work experience, click “Save,” then click “Next.”
2. Education/Education History and References:
•Use the dropdown to enter your highest education level. Entering this information is required.
•Then, only college and university information is required. Click the plus sign to the left of the “Postsecondary Education” link to enter that information.
•For country, enter USA or click the hourglass to select another country.
•You can use the first day of the month wherever dates are required.
•Click the plus sign to the left of "References" to enter three professional references.
•After you enter your education information and references, click “Save,” then click “Next.”
3. How did you find out about us/how did you find out about the job?
•After you enter this information, click “Save,” then click “Next.”
4. Online Questionnaire/Application Questionnaire: Answer the questions requiring a yes or no response. After you answer them, click “Submit.” This leads you to the Submit Online Application page.
C – SUBMIT ONLINE APPLICATION
To apply for your selected job: When you reach the “Submit Online Application” page shown below, you must click “I agree to these terms” and then click the “Submit” button at the end of the screen. After you click “Submit,” then you will see this information at the top of your screen:
My Applications
Thank you for your interest in employment at The University of Baltimore. HR will process your application documents for the search committee’s consideration.
Note: This screen will also show additional information about the selection process and Office of Human Resources contact information.
Questions/Help
If you have trouble viewing our job postings or applying for the vacancy, contact ubhrcareers@ubalt.edu for assistance.
TO APPLY:
External applicants: Review the vacancy announcement at http://www.ubalt.edu/candidate_gateway/erecruit.html and click the external applicant link to apply.
Internal applicants (students taking classes at UBalt and current employees) with login and password for MyUBalt: use the internal applicant link, log into MyUBalt, then click the “View or Apply for Job Positions” link on the left.
http://www.ubalt.edu/hr
•Never use the browser “Back” and “Forward” arrows to navigate. You will lose the information you have submitted.
•To navigate between pages, use the “Next,” “Previous,” and “Return to Previous Page” buttons.
•Use the “Save” button to save your information so you can return to it later and complete your application. Using “Save” does not complete the process to apply for a job opening.
The University of Baltimore ("UBalt" or "University") does not discriminate on the basis of sex, gender, race, religion, age, disability, national origin, ethnicity, sexual orientation, gender identity, or other legally protected characteristics in its programs, activities or employment practices. UBalt is an Equal Opportunity/Affirmative Action/ADA Compliant Employer & Title IX Institution.