Financial Aid Counselor – Graduate Online Programs

Job Requisition:

JR102105 Financial Aid Counselor – Graduate Online Programs (Open)

Job Posting Title:

Financial Aid Counselor – Graduate Online Programs

Department:

CC00252 WM001 | PROV | WMSI | Financial Aid Office

Job Family:

Staff - Academic Program Administration

Worker Sub-Type:

Regular (benefited)

Job Requisition Primary Location:

Blow Memorial Hall

Primary Job Posting Location:

Posting Location - William & Mary

Job Description Summary:

William & Mary seeks a Financial Aid Counselor for Graduate Online Programs, providing specialized financial aid advising and support to prospective and current graduate students enrolled in online programs. This role focuses on counseling students through federal, state, institutional, and private aid processes while ensuring compliance with regulatory requirements and delivering high-quality, student-centered service in a virtual environment.
This role requires a strong commitment to fostering a supportive and collaborative work environment, actively contributing to team cohesion and the overall effectiveness of the office. It also calls for a consistent growth-mindset and the ability to serve as a constructive, positive, solutions-oriented presence within the workplace.
This position plays a key role in modeling workplace standards, promoting mutual respect, and ensuring that all interactions with staff, leadership, students, and parents reflect William & Mary’s core values of excellence, integrity, respect, and service towards a productive office culture.

Key Responsibilities:
• Serve as the primary financial aid contact for graduate students enrolled in online programs.
• Advise students on eligibility, application processes, and timelines for federal, state, institutional, and private financial aid, including loans, grants, scholarships, and employer tuition benefits.
• Provide clear guidance on FAFSA completion, verification, cost of attendance, satisfactory academic progress (SAP), and loan borrowing limits specific to graduate-level funding.
• Counsel students on responsible borrowing, loan repayment options, and financial planning for graduate education.
• Process and review financial aid applications, awards, adjustments, and revisions in accordance with institutional policies and federal regulations.
• Communicate with students via email, phone, video conferencing, and student portals, delivering timely and accurate information in a fully online service model.
• Collaborate with admissions, student services, bursar, and online program leadership to support enrollment, retention, and student success.
• Maintain accurate student records and documentation within the student information system and financial aid management systems.
• Ensure compliance with federal, state, and accrediting agency regulations related to Title IV and graduate financial aid programs.
• Assist with audits, reporting, and compliance reviews related to online programs.
• Stay current on changes to financial aid regulations, policies, and best practices, particularly as they impact graduate and online learners.
• Participate in outreach efforts, webinars, orientations, and informational sessions for online graduate students.
• Serve as the primary point of contact for all online program administrators and Student Success Coordinators (Everspring partners).
• Perform additional duties as needed.

Job Description:

Required Qualifications:

• Bachelor’s degree or equivalent combination of education, experience, and training.
• Experience in financial aid administration (typically 1-3 years).
• Working knowledge of federal Title IV financial aid programs, especially graduate-level loans (e.g., Direct Unsubsidized and Graduate PLUS Loans).
• Experience working with student information systems and financial aid management software.
• Strong written and verbal communication skills, with the ability to explain complex financial information clearly and compassionately.
• Ability to manage a high volume of students while maintaining accuracy and attention to detail.

Preferred Qualifications:

• Bachelor's degree in finance, education, counseling, or a related field.
• Master’s degree.
• Experience supporting online or adult learners in a higher education environment.
• Experience in financial aid administration supporting graduate students.
• Familiarity with distance education regulations and compliance considerations.
• Knowledge of state aid programs, institutional scholarships, and employer tuition assistance programs.
• Experience working with Ellucian Banner Financial Aid software.
• Experience with processing financial aid using a modular program environment and knowledge of federal regulations specific to modular programs.
• Experience with federal student aid systems, such as NSLDS and COD, with an emphasis on troubleshooting loan issues and problem solving FAFSA delays.
• Student-centered, service-oriented approach.
• Strong organizational and time-management skills.
• Ability to work independently.
• High level of professionalism, discretion, and ethical judgment.
• Proficiency with virtual communication tools and technology platforms.

Conditions of Employment: 

• This is a non-exempt position, which may be eligible to receive overtime in accordance with the Fair Labor Standards Act.
• We will not sponsor Visas for this position.

Job Duties: 

60% - Financial Aid Counselor Duties:

• Serve as the primary financial aid contact for graduate students enrolled in online programs.
• Advise students on eligibility, application processes, and timelines for federal, state, institutional, and private financial aid, including loans, grants, scholarships, and employer tuition benefits.
• Provide clear guidance on FAFSA completion, verification, cost of attendance, satisfactory academic progress (SAP), and loan borrowing limits specific to graduate-level funding.
• Counsel students on responsible borrowing, loan repayment options, and financial planning for graduate education.
• Process and review financial aid applications, awards, adjustments, and revisions in accordance with institutional policies and federal regulations.
• Communicate with students via email, phone, video conferencing, and student portals, delivering timely and accurate information in a fully online service model.

35% - Campus Collaboration and Outreach:

• Collaborate with admissions, student services, bursar, and online program leadership to support enrollment, retention, and student success.
• Maintain accurate student records and documentation within the student information system and financial aid management systems.
• Ensure compliance with federal, state, and accrediting agency regulations related to Title IV and graduate financial aid programs.
• Assist with audits, reporting, and compliance reviews related to online programs.
• Stay current on changes to financial aid regulations, policies, and best practices, particularly as they impact graduate and online learners.
• Participate in outreach efforts, webinars, orientations, and informational sessions for online graduate students.
• Serve as the primary point of contact for all online program administrators and Student Success Coordinators (Everspring partners).

5% - Additional Responsibilities:

• Other duties as required by department leadership.

Posting Range: up to $50,000 commensurate with experience

Additional Job Description:

Job Profile:

JP0839 - Education Support Specialist III - Nonexempt - Salary - S08

Qualifications:

Compensation Grade:

S08

Recruiting Start Date:

2026-09-18

Position Restrictions:

Continuing E&G funded position and not term-limited

EEO is the Law. Applicants can learn more about William & Mary’s status as an equal opportunity employer by viewing the "Know Your Rights" poster published by the U.S. Equal Employment Opportunity Commission. https://www.eeoc.gov/know-your-rights-workplace-discrimination-illegal

Background Check: William & Mary is committed to providing a safe campus community. W&M conducts background investigations for applicants being considered for employment. Background investigations include reference checks, a criminal history record check, and when appropriate, a financial (credit) report or driving history check.

Applicant Notice: By applying for this position, you consent to William & Mary's use, review, and retention of your application materials for recruitment and employment purposes. Materials may be shared with authorized individuals participating in the hiring process and will be managed in accordance with applicable laws and university policies.

Probationary Period Notice: Individuals selected for full-time staff positions will be required to complete a twelve (12) month probationary period in accordance with university policy.

Remote Work Disclaimer: Remote work eligibility is not guaranteed and is subject to approval. Employee eligibility depends on the likelihood of the employee succeeding in a remote work arrangement and the supervisor’s ability to manage remote workers. Departments and/or Human Resources may amend, alter, change, delete, or modify eligibility.