Financial Aid Manager

Operations Montreal, Quebec


About Trebas Institute

Trebas Institute, established in 1979, is a private vocational school with campuses in Montreal and Toronto and offering a broad range of programs in audio, film and television, business and technology as well as music, event and entertainment management. Our mission is to provide high-quality and accessible education and support services to maximize our students’ success and learning experience. We strive to achieve this mission through a commitment to excellence, innovation, interdisciplinary collaboration, as well as inclusiveness and diversity. Trebas Institute is a member of the Global University Systems Canada network of higher education institutions.

Primary Purpose

The Financial Aid Manager provides financial assistance to prospective and current students, ensuring an excellent student experience throughout their journey with Trebas. The Financial Aid Manager manages a functional area within the Financial Aid department, including report management, compliance, and training. The Manager motivates and inspires their team by creating an environment that promotes positive communication, encourages bonding of team members, and demonstrates flexibility.

Specific Responsibilities

· Act as a key point person and advisor for provincial loan programs, associated administration and compliance, and advise students and colleagues as required.

· Process student financial aid applications.

· Counsel students on consequences of early withdrawals/program changes and impacts to their student loans/grants.

· Oversee the Student Information System, ensure that all student files and supporting documents are complete and fully compliant with Ministry requirements.

· Responsible for all international and domestic student files, record-keeping, payment processing and associated communications.

· Manage and train staff within the finance department.

· Monitor loan applications and communication with the government.

· Ensure all payment records are kept as per compliance process.

· Prepare department reports on a daily basis.

· Addresses escalations and assess critical requests.

· Liaise between all departments and the financial aid department to coordinate policies and guidelines pertaining to financial aid.

· Participate in the planning, goal setting and evaluation of the processes of the department

· Provide continuous training and support to team members on student finance processes.

· Ensure all student payment plans are up to date on the system and collect money from students for tuition fees.

· Allocate payments for student transactions on the SYS database.

· Allocate payments via cheque, cash, bank transfer and card on database and issue/share receipts.

· Allocate refunds, credit notes, and agent commission on the company’s database.

· Maintain an excel spreadsheet of all deposits and credit card payments to be transferred.

· Assist with summarizing payments to be transferred out of the trust account after intake.

· Process financial transactions for students, including but not limited to tuition payments, health insurance fees, exam fees, module re-take fees.

· Maintain records of payments made, upcoming payments, and any changes to installment plans from contract amendments for all current students.

· Notify students of overdue payments and following up accordingly.

· Notify recruitment advisors of missing agency payments and follow up accordingly.

· Fill out payment tracker for daily POS transactions.

· Answer student inquiries regarding invoices, payment plans, and other finance-related issues.

· Performs other duties as assigned.

Position Requirements


• Meticulous attention to detail and accuracy.

• Ability to think analytically and should be a problem solver.

• Excellent written and verbal communication skills.

• Able to work on their own with minimal supervision.

• Proactive & enthusiastic team player.

• Strong customer service skills.

• Results-oriented, problem solver.

• Ability to work independently and as a team to achieve goals.

• Experience working with diverse student body.