TITLE
Assistant Director, Financial Aid for Programs & Reporting
JOB SUMMARY
This position is vital to the success of the Financial Aid Office. Supervisory and administrative work is performed in the area of administrative support for the timely awarding and reconciling of financial aid awards through the management of the financial aid production processes including, but not limited to, reconciliation of programs, processing and reporting through COD, work study earnings and working with outside agencies. Serves as a member of the department's leadership team which directs all departmental activity including, but not limited to, planning, supervising, staff training, public presentations, serving as liaison with appropriate departments and agencies, communicating, developing and implementing policies and procedures, regulatory compliance, fiscal management, report preparation, and day-to-day activities of the Financial Aid department. Work is performed under minimal supervision and performance evaluation is based upon completion of assignments and results obtained. The performance evaluation is conducted through the performance evaluation system in accordance with University Policies & Procedures.
ORGANIZATIONAL RELATIONSHIPS
Reports to: Associate Director, Customer Service & Processing
Supervises: Financial Aid Counselors and Student Assistants
ESSENTIAL DUTIES - May include, but not limited to the following:
- Hires, trains, supervises and evaluates a team of employees on all Texas Woman's University campuses/locations.
- Knowledgeable and keeps current on all financial aid regulations and policies by subscribing to list-servs, reading all financial aid regulations, policies, and procedures that are distributed by federal, state, and institutional sources, networking with other financial aid officers, and attending workshops, conferences, and seminars.
- Works collaboratively with the Associate Directors and other Assistant Directors to manage financial aid customer service needs through in-person (each campus/location), telephone, written and online contacts.
- As part of the Financial Aid Office Leadership Team, collaborates and sets objectives and goals for the Financial Aid Office; seeking to improve current policies, procedures and processes to effectively serve students in meeting their educational goals.
- Assists with the management and oversight of the offices, assuming responsibilities of directing the offices, in the absence of the Executive Director and Associate Directors.
- Develops training materials and provides training related to financial aid processes within areas of expertise. Trains direct reports and other staff on financial aid.
- Assists in ensuring compliance with NCAA regulations.
- Supports campus outreach programs by performing financial aid presentations on and off campus/locations.
- Assists with aid year set-up and compliance testing.
- Works with the Executive Director and Associate Directors to translate functional business requirements into design criteria.
- Works with the Enrollment Management Financial Analyst & Budget Manager in setting up fiscal year budgets for all financial aid budget accounts.
- Troubleshoots and resolves issues in Elucian/Datatel systems related to awarding and disbursement of funds.
- Performs Pell Grant and Direct Loan reconciliations in collaboration with the Enrollment Management Financial Analyst and Budget Manager. Troubleshoots and resolves issues with Pell Grants and Direct Loans for reporting.
- Monitors financial aid transmittals and makes corrections, as necessary.
- Generates reports on new loan advances to ECSI, exit interview packets, and monitors and reconciles monthly ECSI reports.
- Manages default prevention programs.
- Manages Federal Work Study program.
- Conducts financial aid appointments, assists students with financial aid applications, counsels and advises current and prospective students and their families regarding available financial aid programs. Assists in the preparation and validation of student awards.
- Assists with the review of professional judgment and the re-evaluation of financial aid awards after completed.
- Ensures the timely and accurate completion of specific financial aid reports and surveys.
- Oversees student workers in the office regarding hiring, scheduling, evaluations, and recording of time worked.
- Participates in various committees and other meetings as assigned by the Executive Director or Associate Directors.
- Responsible for establishing job standards for subordinate staff and effectively evaluates staff under charge. The performance evaluation is conducted through the performance evaluation system and in accordance with the University Policies & Procedures.
ADDITIONAL DUTIES
- Performs other duties as requested.
EDUCATION
Bachelor's degree in Business Administration or related field. Master's degree preferred.
EXPERIENCE
Five years of mid-level financial aid experience required. Three years of financial aid management experience preferred.
REQUIREMENT
Regular and reliable attendance at the University during regular scheduled days and work hours is an essential function of this position.
All employees share the responsibility of maintaining information security and privacy requirements within the university by adhering to Federal and State regulations, and TWU Policies & Procedures.
KNOWLEDGE, SKILLS, AND ABILITIES - The following are essential:
- In-depth knowledge and understanding of current needs analysis methodology and federal and state financial aid program guidelines.
- Ability to plan, direct, and evaluate a complex operation, using human resources power, time, funds, and other resources for the accomplishment of long-term and short-term goals of the institution.
- Ability to establish and maintain effective work relationships with students, faculty, staff, and the public.
- Ability to provide administrative guidance within area of responsibility, providing direct training and supervision as needed.
- Ability to apply budgetary and fiscal planning techniques within financial constraints.
- Ability to organize work effectively, conceptualize and prioritize objectives and exercise independent judgment based on an understanding of organizational policies and activities.
- Ability to integrate resources, policies, and information for the determination of procedures, solutions, and other outcomes.
- Ability to communicate effectively - orally, by phone, in person, and in writing.
- Ability to represent the department and University in a friendly, courteous, and professional manner.
- Working knowledge of office practices and methods.
- Ability to perform mathematical calculations and/or verify information accurately.
- Ability to use a personal computer and other office equipment, including related university software and email.
PHYSICAL DEMANDS
The physical demands described in the Essential Duties and below are representative of those that must be met by an employee to successfully perform the essential duties of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties.
The employee may be required to travel.
WORK ENVIRONMENT
All employees are responsible for maintaining an environment that is free from discrimination, intimidation, harassment, including sexual harassment. Work is normally performed in a typical interior work environment.
SAFETY
TWU promotes a safe working environment. Employees are responsible for completing assigned tasks safely and efficiently, and supervisors are responsible for creating and maintaining a safe work environment. Employees must report any unsafe work conditions or practices, as well as any near-miss incidents, to their supervisor and Risk Management. Supervisors and employees should ensure that injury/accident reports are submitted to the Office of Human Resources and Risk Management within 24 hours of the incident.
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