VBA Manager - Veterans Benefits Administration - UTK

Job Description

Manages the day‑to‑day operations of the department by working independently and with the Chief Veterans Benefits Officer (CVBO) to accomplish the goals of the department. This oversight includes but is not limited to staff and student supervision, liaising with the U.S. Veterans Administration and the State of Tennessee, as well as campus partners like the Bursar’s Office, the Registrar’s Office and others.

The incumbent must be analytical with sound decision‑making and problem‑solving skills. They must also be an excellent communicator accustomed to working in fast‑paced environments and must be able to effectively facilitate successful solutions involving veteran‑connected students, families and/or prospective students. This position will act, in some matters, on behalf of the CVBO when they are out of the office.

• Serves as the audit point of contact for federal and state agencies and works with several internal offices to ensure that the requested materials are available by the deadlines.
• Prepares student benefits files and spreadsheets.
• Prepares monthly fiscal reports.
• Prepares and submits annual catalog approvals with THEC (Tennessee Higher Education Commission and TN Department of Veterans Affairs) and other approval or program requests from the SAA (State Approving Agency).
• Manages and submits VA 85/15 reporting requirements and 35% exemptions.
• Maintains data integrity of the VBA office and manages data integrity of certifications to ensure the margin of error of VA certifications is below 5%.
• Coordinates shared benefits data with Veterans Success Center, the Bursar’s Office and other offices upon request.
• Analyzes reports received from other offices, acting on those within the scope of authority and making recommendations to the Chief Benefits Officer on others.
• Works with the CVBO to respond to requests for fiscal information.

• Works with the CVBO to modernize the VBA office operations by researching and using appropriate technology solutions to update manual and labor‑intensive processes, identify areas where efficiencies may be gained, and develop plans to realize those efficiencies.
• Drafts procedures and guidelines for VBA operations.
• Works with the Bursar’s office, the Veterans Success Center and other key offices to ensure that the students’ benefits payment process is as efficient as possible.
• Works with the Division of Student Success Communications’ staff to draft clear and effective communications for distribution.
• Reviews and updates the records retention guidelines, as needed.
• Maintains the VBA website and social platforms.
• Coordinates exhibits and other student‑facing appearances during the weeks of orientation and other times as requested.

• Counsels students and families on the full spectrum of VA education benefits.
• Coordinates and plans semester deadlines for the daily operations of veteran benefits and certifications.
• Manages the reporting of adjustments, drops, and other changes and follows guidelines, deadlines and federal laws of adjusting and amending student funds to VA.
• Point of contact for escalated student issues with payments or funding and works with Bursar's Office to resolve funding issues, and ensures VA debts have been returned to VA.
• Exhibits expert knowledge and thorough application of state and federal legislation of VA education benefits by using resources available to the SCO (School Certifying Official).
• Advises on and makes recommendations when collaboration is needed for veterans programs that affect recruiting, retention and graduation of student veterans.

• Supervises the work of the VA Benefits Consultant and 6–10 student workers.
• Ensures proper staffing of the front desk area of the Veterans Success Center. (Approximately 90% of the walk‑in traffic and phone calls received are benefits related and the responsibility of VBA).

Other duties as assigned.

• Education: Bachelor’s Degree.
• Experience:
  • 2–3 years of experience in a higher education setting.
  • 1–3 years of supervisory experience.
  • Proficiency in working with business…