Position Summary

The Financial Aid Representative plays a critical role in supporting students throughout the financial aid process while ensuring institutional compliance with federal, state, and institutional regulations. This position is responsible for counseling students and families on financial aid options, processing and reviewing aid applications, determining eligibility, and maintaining accurate student financial aid records.

This role requires strong customer service, attention to detail, regulatory knowledge, and collaboration across departments to support student recruitment, retention, and successful enrollment outcomes. The Financial Aid Representative serves as a knowledgeable resource for students, families, Admissions, Registrar, Business Office, and Academic teams, while also contributing to departmental initiatives, training, and operational improvements.

Essential Duties and Responsibilities

Student Counseling & Customer Service

• Counsel and advise students and parents regarding financial aid eligibility, application procedures, repayment obligations, and available funding sources in accordance with Title IV regulations. 
• Provide exceptional customer service to prospective, current, and graduating students through in-person, phone, email, and virtual communication. 
• Assist students in understanding financial aid award packages, verification requirements, satisfactory academic progress (SAP), and financial responsibilities. 
• Guide students through resolving conflicting information and incomplete documentation related to the FAFSA and ISIR. 
• Conduct entrance and exit loan counseling sessions and educate students on responsible borrowing practices. 
• Support students with budgeting, financial literacy, and understanding available payment options. 

Financial Aid Processing & Compliance

• Review, process, and evaluate financial aid applications and supporting documentation to determine eligibility for federal, state, and institutional aid programs. 
• Perform verification processes in accordance with Department of Education regulations to ensure accuracy and compliance. 
• Package and award financial aid while ensuring timely scheduling of disbursements in compliance with institutional policies and federal regulations. 
• Maintain accurate and up-to-date student records within institutional databases and financial aid systems. 
• Monitor student files for completeness, accuracy, and compliance with regulatory requirements and institutional deadlines. 
• Assist in maintaining compliance with Title IV regulations, accreditation standards, and institutional policies and procedures. 
• Support audit preparation and provide documentation for internal and external compliance reviews as requested. 

Enrollment & Cross-Functional Collaboration

• Partner closely with Admissions teams to support prospective students throughout the enrollment process and assist with pre-qualification of Title IV eligibility through NSLDS review. 
• Collaborate with the Registrar, Student Accounts, Academic Affairs, and other departments to ensure seamless student support and accurate record management. 
• Participate in student recruitment events, orientations, workshops, and financial aid presentations as needed. 
• Support retention initiatives by proactively assisting students experiencing financial aid or funding challenges. 

Leadership & Professional Development

• Serve as a departmental resource for policies, procedures, and financial aid regulations. 
• Assist the Director of Financial Aid with special projects, process improvements, reporting, and departmental initiatives. 
• Participate in staff training and cross-functional professional development opportunities. 
• Stay current on changes to federal and state regulations, institutional policies, and industry best practices through ongoing training and professional development. 
• May provide guidance, mentorship, or training support to newer team members. 
• Demonstrated professionalism, discretion, and ability to handle confidential information. 
• Proficiency in Microsoft Office Suite and database systems. 

Core Competencies

• Student-Centered Service 
• Regulatory Compliance 
• Communication & Relationship Building 
• Problem Solving & Critical Thinking 
• Organization & Time Management 
• Team Collaboration 
• Adaptability & Initiative 

Work Environment

• On-site position located in New York City. 
• Collaborative, student-focused office environment with extensive interaction with students, faculty, and staff. 
• Occasional evening and weekend availability required to support prospective students, enrollment activities, workshops, and institutional events.

Why Join Swedish Institute

Join a mission-driven institution dedicated to preparing students for impactful careers in healthcare. As a Financial Aid Representative, you will play a vital role in helping students access educational opportunities while supporting their journey from enrollment through graduation. You’ll become part of a collaborative and student-centered team committed to making a meaningful difference in students’ lives and futures.

Equal Opportunity Statement

Swedish Institute is committed to fostering a diverse and inclusive workplace and is proud to be an equal opportunity employer.

 Requirements

• Bachelor’s degree preferred, but not required. 
• Minimum of 2 years of progressive experience in Financial Aid, Admissions, Higher Education Administration, Student Services, or a related field. 
• Working knowledge of Title IV federal financial aid regulations and financial aid processing procedures preferred. 
• Strong interpersonal, communication, and customer service skills. 
• Excellent organizational skills with strong attention to detail and accuracy. 
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.      
• Demonstrated professionalism, discretion, and ability to handle confidential information. 
• Proficiency in Microsoft Office Suite and student information/database systems. 

Preferred Qualifications

• Experience in career-focused, allied health, or proprietary education environments. 
• Experience working with diverse, non-traditional, or adult learner populations. 
• Experience supporting enrollment, retention, or student success initiatives.