1850 Director, Office of Student Financial Aid

POSITION IDENTIFICATION

TITLE Director, Office of Student Financial Aid

CLASSIFICATION NUMBER 1850

GRADE 47

CLASSIFICATION Exempt

IMMEDIATE SUPERVISOR Associate Vice President for Enrollment Services

MAJOR ADMINISTRATOR Vice President for Student Affairs

GENERAL FUNCTION

The Director, Office of Student Financial Aid serves as chief administrator for the offices of Student Financial Aid and Student Employment Services and administers a student financial aid program consisting of federal, state, and local funds exceeding $100 million annually.  The Director supervises the receipt, evaluation, and approval of requests for all programs, establishes procedures for and keeps records on transactions with students, ensures effective and efficient use of automated financial aid management systems, prepares or supervises the preparation of all required and ad hoc reports related to the operation of the offices and ensures that the University's use of funds is in compliance with applicable state and federal regulations.

MINIMUM ACCEPTABLE QUALIFICATIONS

Education: A Master's degree in an appropriate field such as Business, Communications, Public Administration, or Guidance and Counseling is required.

Experience: Five or more years of experience in all aspects of college student financial aid administration is required.  Experience as Director, Associate, or Assistant Director of a program of similar complexity and scope is required.  Experience with a highly automated financial aid management system is required.  Must have a thorough knowledge of federal regulations as they pertain to the programs administered by the office.  Must know or be willing to learn applicable state regulations and regulations regarding administering financial aid for a NCAA Division I program.

Skills:  Must be able to communicate effectively both in writing and verbally, with students,   parents, auditors, high   school counselors, employees, college

administrators, and other constituents of the financial aid office.  Must possess personnel management skills including interviewing, hiring, training, coaching, evaluating, and other skills necessary to manage a staff of approximately 25 full-time employees organized into four functional units with a coordinator over each unit.  The ability to develop knowledge of, respect for, and skills to engage with those of other cultures or backgrounds is required.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1.  Ensures that the University has exception-free audits and program reviews by remaining current on all federal and state laws and regulations that pertain to the programs administered by the office, implementing and/or modifying office procedures to comply with those laws and regulations, making certain that all required reports are prepared accurately and in a timely manner, and serving as a liaison to the financial aid audit team.

2. Ensures that the automated financial aid information system (Powerfaids) and student employment management systems are used efficiently and effectively and remain technologically up-to-date by acting as liaison between office personnel and software vendors, Computer Services, other service providers, and other offices within the University.

3. Contributes to the accomplishment of the enrollment management objectives of the University by recommending data-driven financial aid strategies within the framework of federal and state regulations that are consistent with those objectives and by administering financial aid, scholarship, and student employment programs that support student recruitment and retention.

4. Contributes to student satisfaction through delivery of quality customer service in all aspects of the administration of financial aid and student employment services.

5. Develops a competent, productive and effective departmental staff by hiring, training, and supervising unclassified, classified, graduate assistant, and student employees both directly and through delegation.

6. Maintains open and effective communication among all supervised areas through the use of staff meetings, ad hoc meetings, e-mail, and one-on-one meetings with employees.

7.  Ensures that students are informed about their eligibility for financial aid by directing a system for collecting and evaluating applications, and for the timely and effective awarding of all types of financial aid.

8. Ensures that students and parents are well informed about the availability of financial aid by directing a program of public information which includes written materials, personal interviews, and workshops.

9. Ensures that the Office of Student Employment Services/Campus Volunteer Center runs efficiently and that the University maximizes employment and volunteer opportunities for SMSU students, both on campus and in the community, by delegating authority to manage this office to the Coordinator of the Office of Student Employment Services/Campus Volunteer Center.

10. Ensures compliance with NCAA and federal and state aid regulations by coordinating administration of NCAA Division I financial aid programs with the Office of Athletics.

11. Adheres to National Collegiate Athletic Association (NCAA) and Missouri Valley Conference (MVC) rules as communicated by the Associate Director of Athletics, Compliance related to dealings with student-athletes and/or Athletics Department personnel and reports any concerns or possible violations of those guidelines to the immediate supervisor.

12. Provides support for the Public Affairs mission and faculty, staff, student involvement in community service through effective administration of the Campus Volunteer Center.

13.  Ensures that the University community has an understanding of and appreciation for the work accomplished by Financial Aid and Student Employment by representing these offices on various university committees and by reporting accomplishments to a wide constituency.

14.  Helps to ensure that operations funds are spent properly by preparing and administering the budgets for Financial Aid, Student Employment, Scholarship Operations, and the various scholarship accounts.

15. Contributes to the development of good financial aid policy at the state and federal level by taking advantage of opportunities for input provided by the U.S. Department of Education, MOSTARS, and various professional associations.

16. Facilitates a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures or backgrounds.

17. Maintains competency and currency through self-directed professional reading, developing professional contacts with colleagues, attending professional development courses, and attending training and/or courses as required by the Associate Vice President for Enrollment Management.

18. Contributes to the overall success of the Student Financial Aid Office by performing all other duties as assigned by the Associate Vice President for Enrollment Management.

SUPERVISION

The Director supervises the personnel within the area of Student Financial Aid and Student Employment Services.  The Director is supervised by the Associate Vice President for Enrollment Management.

OFFICE OF HUMAN RESOURCES

REVISED JANUARY 2012

JOB FAMILY 4

Factor 1: Professional Knowledge, Skill, and Technical Mastery

Level 5 - 3300 Points: Knowledge of the principles and methods of an administrative, managerial, or professional field such as accounting or auditing, financial management, information technology, business administration, human resources, engineering, law, social sciences, communications, education, or medicine. Knowledge permits employee to supervise projects and/or departments using standard methods to improve administrative and/or line operations. Knowledge also permits employee to plan steps and carry out multi-phase projects requiring problem definition and modified techniques, to coordinate work with others, and to modify methods and procedures to solve a wide variety of problems. Knowledge at this level requires a Bachelor's or Master's degree with substantial related work experience, including up to two years of administrative or supervisory experience. Alternatively, this level may require a professional or clinical degree beyond the Bachelor's degree with moderate related work experience; knowledge requirements include significant levels of related work experience.

Factor 2: Supervisory Responsibility

Level 5 - 730 Points: Supervision of (a) several work teams or work team leaders, (b) a rather large group of operative, administrative support, or paraprofessional employees, (c) a work group involving direction of skilled technical employees, (d) professionals in technical and skilled areas, and/or (e) subordinate supervisory personnel. The incumbent performs a full range of supervisory responsibilities including the authority to hire, train, transfer, promote, reward, or discipline others. Supervision will likely be general rather than close supervision of others. At this level, supervisory responsibilities consume significant amounts of work time and include substantial responsibility for work planning activities, staffing, and performance management as well as budgeting and planning functions.

Factor 3: Interactions with Others

Level 4 - 500 Points: Interactions with others are somewhat unstructured. The purpose may be to influence or motivate others, to obtain information, or to control situations and resolve problems. Interactions may be with individuals or groups of co-workers, students, or the general public, may be moderately unstructured, and may involve persons who hold differing goals and objectives. Individuals at this level often act as a liaison between groups with a focus on solving particular unstructured problems. Interactions at this level require considerable interpersonal skill and the ability to resolve conflict.

Factor 4: Job Controls and Guidelines

Level 3 - 500 Points: The employee operates under general supervision expressed in terms of program goals and objectives, priorities, and deadlines. Administrative supervision is given through statements of overall program or project objectives and available resources. Administrative guidelines are relatively comprehensive and the employee need only to fill in gaps in interpretation and adapt established methods to perform recurring activities. In unforeseen situations, the employee must interpret inadequate or incomplete guidelines, develop plans, and initiate new methods to complete assignments based on those interpretations. Assignments are normally related in function, but the work requires many different processes and methods applied to an established administrative or professional field. Problems are typically the result of unusual circumstances, variations in approach, or incomplete or conflicting data. The employee must interpret and refine methods to complete assignments. Characteristic jobs at this level may involve directing single-purpose programs or performing complex, but precedented, technical or professional work.

Factor 5: Managerial Responsibility

Level 5 - 2350 Points: Work involves primary accountability for a larger department, program, or process. Work activities involve managerial decisions that directly affect the efficiency, costs, reputation, and service quality of the department, program, or process. Work affects a limited range of professional projects or administrative activities of the University, influences internal or external operations, or impacts students, faculty, and/or staff. Work activities have a direct and significant impact on the department. Work activities also have a significant effect on the efficiency and reputation of the cost center and represent a relatively major function within the cost center. At this level would be jobs in which the incumbent may have responsibility for developing budgets, distributing budgeted funds, and exercising primary control over a moderately-sized budget.