Financial Aid R2T4 Specialist (Financial Aid Advisor III)

Title: Financial Aid R2T4 Specialist (Financial Aid Advisor III)

Salary Range: $41,880 (Min)- $52,356 (Mid) - (Salary is to commensurate with education/experience and internal equity)

Contract Term Length: 12 Months

Standard Hours: 37.5

Work Location: Hybrid

FLSA Status: Non-Exempt

College: KCTCS System Office

Campus Location: KCTCS System Office

Department: SO/AdminServ/Financial Aid

Total Rewards

KCTCS System Office offers a competitive benefits package and an attractive work environment that supports excellence, innovation, and creativity, including:

• Exceptional health care, vision, and dental coverage for you and your family
• Tuition reimbursement/waiver for you, your spouse, and dependents
• 403(b) retirement plan: a 5% employee contribution receives a 10% employer match
• Vacation/Sick Time
• Work-Life Balance
• 9.5 Paid Holidays
• 2 Weeks Institutional Closing Pay (Last 2 weeks of December) for qualifying positions
• Employee Assistance Program

Job Summary

This position serves as a technical specialist for Return of Title IV (R2T4) and Post-Withdrawal Disbursement processes within the Kentucky Community and Technical College System (KCTCS) Central Processing Center. The position applies comprehensive knowledge of federal Title IV regulations, Department of Education guidance, and KCTCS policies and procedures to perform and support complex R2T4 processing activities.
The position independently analyzes student enrollment, attendance, and withdrawal activity, including complex modular coursework, to determine R2T4 exemptions and complete complex federal withdrawal and post-withdrawal disbursement calculations. The position monitors system-generated reports, identifies processing exceptions and discrepancies, researches complex issues, and determines appropriate resolutions in accordance with federal regulations and established institutional and system procedures.
The position serves as a technical resource to Financial Aid staff and Central Processing Center colleagues by providing guidance on complex R2T4 and post-withdrawal disbursement issues, reviewing calculations for accuracy, identifying potential compliance concerns, and recommending corrective actions. The position assists with the interpretation and implementation of changes to federal regulations and provides input regarding R2T4 procedures, technical documentation, and process improvements. The position also supports audit activities by providing technical information and documentation related to R2T4 calculations and processing decisions.

This position requires the ability to exercise independent judgment in analyzing complex financial aid situations, interpreting applicable federal regulations, resolving exceptions, and applying established policies and procedures to unique or non-routine circumstances. The position collaborates with Financial Aid staff, college personnel, and Central Processing Center stakeholders to promote accurate, consistent, and timely administration of R2T4 and post-withdrawal disbursement requirements throughout KCTCS.

Positions with the KCTCS System Office located in Versailles, KY are term-contract positions, with the expectancy of continuance based on performance.

KCTCS offers a hybrid work schedule with a requirement to be onsite a minimum of 3 days per work week. Hybrid work schedules are subject to periodic review and may be modified or terminated at any time

Job Duties:

Perform Complex R2T4 Processing for Modular Coursework
Analyze student enrollment, attendance, and withdrawal activity for students enrolled in modular coursework to determine whether students meet applicable R2T4 exemptions and to identify students requiring R2T4 or post-withdrawal disbursement calculations. Perform complex calculations in accordance with federal Title IV regulations, Department of Education guidance, and KCTCS policies and procedures. Document calculations, exemptions, and processing decisions within the student information system. Research unusual or complex student enrollment scenarios and independently determine appropriate processing actions based on applicable regulatory requirements. Maintain current knowledge of R2T4 requirements through professional development, regulatory updates, and financial aid training opportunities.

Perform Complex R2T4 and Post-Withdrawal Disbursement Calculations
Perform and review complex Return of Title IV (R2T4) and post-withdrawal disbursement calculations for modular and non-modular students. Analyze enrollment, attendance, withdrawal, payment period, and disbursement information to determine the appropriate amount of federal aid earned, unearned, or eligible for post-withdrawal disbursement. Research and resolve calculation discrepancies and unusual circumstances requiring interpretation and application of federal Title IV regulations. Provide supporting documentation and technical explanations of calculation methodologies and processing decisions during internal and external audits.

Provide Technical Guidance and Training
Serve as a technical resource to Financial Aid staff and Central Processing Center colleagues regarding R2T4 and post-withdrawal disbursement requirements. Provide guidance on complex calculations, regulatory requirements, processing procedures, and unusual student circumstances. Review completed calculations and related documentation for accuracy and compliance, identify errors or potential issues, and recommend appropriate corrective actions. Assist with training and knowledge-sharing activities to support consistent application of federal regulations and established R2T4 procedures.

Conduct Quality Assurance and Resolve Processing Exceptions
Monitor and analyze system-generated reports and processing data to identify R2T4 and post-withdrawal disbursement exceptions, discrepancies, and potential compliance issues. Perform quality assurance reviews of R2T4 processing and calculations to verify accuracy and adherence to federal requirements and established procedures. Research system edit messages and other processing exceptions, independently analyze the underlying issue, and take appropriate corrective action or coordinate with applicable staff to resolve complex problems. Track recurring processing issues and provide recommendations for procedural or system improvements when appropriate.

Support Regulatory Compliance and Operational Improvements
Interpret changes to federal Title IV regulations and Department of Education guidance as they relate to R2T4 and post-withdrawal disbursement requirements and assist with evaluating the impact on existing processes. Provide technical input into the development and revision of R2T4 procedures, process documentation, job aids, and training materials. Assist in maintaining accurate and current operational guidance to support consistent application of R2T4 requirements. Participate in quality assurance activities, audit preparation, and process improvement initiatives related to R2T4 administration.

Collaborate on Academic Break and Processing Requirements
Collaborate with Financial Aid staff and college stakeholders to gather and evaluate information related to academic break periods and other institutional data that may affect R2T4 processing. Assist with identifying and documenting applicable academic break periods each term to support accurate calculations and regulatory compliance. Coordinate with system and college personnel to resolve data discrepancies or processing issues that affect R2T4 calculations.

Minimum Qualifications:

Bachelor's Degree and four (4) years of relevant experience or equivalent.  

Preferred Qualifications:

Bachelor's Degree and four (4) years of relevant experience or equivalent.

Additional Skills Requested:

Business or Education

Employee Rights - Employee Polygraph Protection Act

Equal Opportunity Employer - The Kentucky Community and Technical College System is an equal educational and employment opportunity institution.