Financial Aid Specialist-Scholarships and Systems - UT Chattanooga

The Financial Aid Specialist Scholarships and Systems provides operational support for institutional scholarship administration, the University's One-Stop Scholarship Application, and financial aid technology processes. The position serves as the coordinator of the University's One-Stop Scholarship Application, organizing the annual application cycle, maintaining application information, coordinating with academic departments and campus partners, monitoring application activity, and supporting scholarship review and awarding processes.

The position also assists with the day-to-day administration of Dynamic Forms and monitoring of Automic automated processing outputs. Responsibilities include maintaining documentation, conducting routine reviews, identifying discrepancies, and referring technical issues to appropriate staff for resolution. The position works under established departmental policies and procedures and collaborates with the Associate Director of Scholarships, other Financial Aid & Scholarships staff, academic departments, Information Technology, and other campus partners to support accurate, efficient, and student-centered processes.

Primary Responsibilities/Functions:

One-Stop Scholarship Application Coordination:

• Coordinates the University's annual One-Stop Scholarship Application cycle, including preparation, opening, monitoring, closing, and reporting.
• Serves as the primary operational contact for questions regarding the centralized scholarship application process.
• Maintains application questions, deadlines, eligibility information, instructions, and supporting documentation.
• Coordinates with academic colleges, departments, and scholarship committees to maintain accurate scholarship information.
• Monitors application completion, reviewer assignments, outstanding requirements, and application activity.
• Assists with routing applications to appropriate reviewers and committees.
• Supports scholarship selection, awarding, student notifications, and reconciliation activities.
• Prepares routine reports related to applicants, application completion, and scholarship activity.
• Responds to student and campus inquiries and refers complex questions to appropriate staff.
• Maintains procedures, instructions, and records related to the application process.
• Assists with training campus partners on application procedures and timelines.

• Identifies recurring questions or process concerns and communicates recommendations to the Associate Director of Scholarships

Documentation, Customer Service, and Process Support

• Maintains standard operating procedures, process instructions, and reference materials for assigned duties.
• Provides routine training and assistance to students, staff, and campus partners regarding scholarship application procedures.
• Responds to questions and refers complex or unusual situations to appropriate personnel.
• Identifies recurring operational issues and communicates potential improvements to departmental leadership.
• Participates in departmental meetings, technology projects, and implementation activities as assigned.
• Performs other duties as assigned.

Dynamic Forms and Workflow Support

• Maintains assigned electronic forms and workflows in accordance with established procedures.
• Assists with routine form updates, configuration, testing, and implementation.
• Reviews form submissions and workflow activity to identify incomplete submissions, routing issues, and processing errors.
• Monitors outstanding forms and assists with follow-up communications.
• Documents form requirements, workflow steps, and routine troubleshooting procedures.
• Coordinates with Information Technology, vendors, or designated system administrators when issues require additional technical assistance.
• Assists with testing forms and workflows following approved changes.
• Maintains accurate records of form updates and assigned workflow activities.

• Refers complex configuration, access, security, or system design decisions to appropriate personnel.

Automic Monitoring and Operational Support

• Performs daily reviews of assigned Automic processing outputs and reports.
• Checks routine automated processes for completion and identifies errors or exceptions.
• Documents unsuccessful processes and notify the appropriate staff of issues requiring attention.
• Assists with tracking reported errors through resolution.
• Coordinates with Information Technology and Financial Aid & Scholarships staff as directed.
• Verifies and documents the completion of assigned follow-up activities.
• Maintains reference materials and procedures for recurring processes.
• Escalates issues that may affect student records, financial aid awarding, disbursements, reporting, or compliance.

• Assists with testing and validation following approved system changes.

Financial Aid and Scholarship Operations

• Assists with the processing and administration of federal, state, institutional, and scholarship programs.
• Reviews student records and documentation for accuracy and completeness.
• Assists with routine financial aid adjustments, corrections, and award processing.
• Reviews assigned reports and exception lists to identify records requiring follow-up.
• Supports scholarship reconciliation and quality-control activities.
• Assists with validating system results and identifying discrepancies.
• Maintains appropriate records and documentation for assigned responsibilities.

• Provides supporting documentation for internal and external audits as requested.

Competencies/Qualifications

• Ability to coordinate recurring administrative processes and annual application cycles.
• To communicate deadlines, requirements, and procedures clearly.
• To review information for completeness and accuracy.
• To recognize routine errors and follow established troubleshooting procedures.
• To maintain documentation and track outstanding assignments.
• To learn new systems, applications, and business processes.
• To protect confidential information and follow University policies.
• To recognize when an issue requires escalation to a supervisor or technical resource
• Strong customer service, organizational, and problem-solving skills.

Knowledge, skills and abilities

• Experience in higher education, financial aid, or scholarship administration.
• Experience with Banner, Oracle, or similar student information systems.
• Experience with electronic forms, workflow applications, or scholarship management systems.
• Experience with data entry, reporting, document management, or quality assurance.

• Familiarity with institutional scholarship processes and student service operations.

Application Review

Review of applications will begin 11/18/26 and will continue until the position is filled. Applications received by this date will receive priority consideration.

Minimum Qualifications: Associates degree. Experience in administrative support, customer service, student services, business operations, or a related area. Basic computer skills and the ability to learn enterprise applications and electronic workflow systems. Strong organizational skills and attention to detail.

Ability to maintain accurate records and follow established procedures and handle multiple assignments and meet deadlines. Strong written and verbal communication skills. Ability to maintain confidentiality and handle sensitive student information appropriately and to work collaboratively with students, faculty, staff, and campus partners.

Preferred Qualifications: Bachelor’s. Experience in higher education, financial aid, or scholarship administration. Experience with Banner, Oracle, or similar student information systems. Experience with electronic forms, workflow applications, or scholarship management systems. Experience with data entry, reporting, document management, or quality assurance. Familiarity with institutional scholarship processes and student service operations.

Work Location:

• University of Tennessee – Chattanooga, TN Campus

• This is a fully on-site position

Compensation and Benefits:

• UT Market Range: MR05
• Anticipated hiring salary: $41,000 - $44,000
• Find more information on the UT Market Range structure

• Find more information on UT Benefits

ABOUT US

The University of Tennessee at Chattanooga is in the heart of one of Tennessee’s largest and most dynamic cities. As a national model for metropolitan universities, UTC collaborates with its many regional partners to offer an experiential learning environment with outstanding teaching scholars in 128 undergraduate degree programs and 55 graduate programs—at both the master's and doctoral levels. UTC and Chattanooga—nationally recognized for its downtown redevelopment and wealth of outdoor recreation—are inextricably linked, and the University is central to the workforce and economic development efforts of the region and the state.

Colleges of Arts and Sciences; Business; Engineering and Computer Science; Health, Education and Professional Studies; and the Honors College are home to an array of award-winning programs from Nursing to Computer Science, Entrepreneurship to Veteran Student Support. Innovation is a strategic focus, and UTC research and development in smart city technology is an industry leader. UTC is the first and only university in the country with access to a managed, commercial quantum computing network, and we are introducing an artificial intelligence initiative involving entities across campus and engaging partners throughout the region.

From our deep ties to the city of Chattanooga to our national reputation for innovation and hands-on learning, UTC stands out as a university where students thrive, faculty inspire, and partnerships create real impact.