TITLE Associate Director, Student Financial Aid
CLASSIFICATION NUMBER 1855
IMMEDIATE SUPERVISOR Director, Student Financial Aid
MAJOR ADMINISTRATOR Assistant Vice President for Enrollment Management and Services
The Associate Director of Student Financial Aid oversees major functional areas in Financial Aid and has systems management experience with a highly automated financial aid management system as well as a working knowledge of the overall operation of the Student Financial Aid Office. The Associate Director assists the Director with administration of the Student Financial Aid Office, represents the office in administrative and public venues, and has a key role in decision-making and policy development.
MINIMUM ACCEPTABLE QUALIFICATIONS
Education: A Bachelor's degree is required. A Master's degree is preferred.
Experience: Fiveyears of experience in college or university financial aid administration and systems management experience with a highly automated financial aid management system is required. Familiarity with Ellucian/Banner is preferred.
Skills: A thorough knowledge of federal regulations as they pertain to the programs administered by the office is required. The ability to communicate effectively, both in writing and verbally, with students, parents, high school counselors, fellow employees, college administrators, and other constituents of the University, is required. The ability to present to groups is required. The ability to relate effectively to all publics is required. Strong organizational and management skills are required. 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. Helps to ensure the effective operation of the financial aid office by utilizing knowledge and expertise in office procedures and systems management and applying that knowledge to the operation of the highly automated financial aid management system.
2. Ensures effective operation of the areas of responsibility within the Student Financial Aid Office by advising the Director regarding office operations, developing and recommending student financial aid policy, managing aid funds, conducting program evaluation, adapting the financial aid management system to maximize efficiency, working collaboratively with colleagues, and performing duties as assigned by the director.
3. Promotes a positive image of the Financial Aid Office by participating in administrative and professional venues and making presentations to inform the public about the various financial aid programs and associated application processes.
4. Helps to assure accurate information about various financial aid sources is provided to parents and students by helping to train financial aid professionals.
5. Supports the University’s enrollment management plan by managing the areas of responsibility in a manner consistent with the recruitment and retention goals.
6. Prevents institutional liability and ensures University compliance with federal and state regulations governing financial aid by maintaining current knowledge on same and by revising the University's Policy and Procedure Manual of Financial Aid.
7. Ensures the maximum utilization of aid funds by assuring efficient processing in the area of responsibility.
8. Ensures compliance with state and federal regulations by assisting in the preparation of required reports concerning financial aid and participating in annual audits.
9. Acts on behalf of the Director in his/her absence.
10. Contributes to a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures or backgrounds.
11. Remains competent and current through self-directed professional reading, developing professional contacts with colleagues, attending professional development courses, and attending training and/or courses as required by the supervisor.
12. Contributes to the overall success of the Student Financial Aid office by performing all other duties as assigned.
The Associate Director of Financial Aid is supervised by the Director of Financial Aid, supervises professional staff as well as other full-time, part-time, and student employees, and makes recommendations which are given particular weight regarding the hiring, firing, advancement, promotion, and other changes of status of those supervised.
OFFICE OF HUMAN RESOURCES
REVISED JUNE 2016
JOB FAMILY 4
Factor 1: Professional Knowledge, Skill, and Technical Mastery
Level 4 - 2300 Points: Knowledge of the principles, concepts, practices, methods and techniques of an administrative, managerial, or professional field such as accounting or auditing, financial management, business administration, human resources, engineering, social sciences, communications, education, law, or medicine. Knowledge permits the employee to complete assignments by applying established methods to recurring types of projects/problems susceptible to well-documented precedents or to schedule, plan, and carry out precedented projects. Alternatively, knowledge at this level might also permit the employee to carry out precedented projects requiring considerable experience in specific areas within higher education. Knowledge at this level is typically acquired through a combination of formal education and/or training and experience that includes a requirement for a college degree in a specific technical or professional specialty along with significant related work experience. Alternatively, equivalent knowledge requirements at this level include a non-technical or general Bachelor's degree requirement with substantial work experience or a non-specific Master's degree requirement with substantial work experience. Knowledge requirements generally also include a significant amount of related work experience and may include administrative or supervisory experience.
Factor 2: Supervisory Responsibility
Level 3 - 270 Points: Supervision of a limited number of (a) operative, administrative support, or paraprofessional employees who do not exercise a full range of supervisory responsibilities over other full-time employees, (b) a very small number of professional employees, or an equivalent combination of (a) and (b). The incumbent performs a full range of supervisory responsibilities including performance reviews of subordinates. The incumbent is generally responsible for training, planning, and directing the work of permanent employees, and provides major input into hiring decisions. Supervisory responsibilities consume moderate amounts of work time and may include general work planning tasks.
Factor 3: Interactions with Others
Level 3 - 250 Points: The purpose of interactions is to advise or counsel others to solve recurring and structured problems, and/or to plan or coordinate work efforts with other employees who are working toward common goals in situations where relationships are generally cooperative. Interactions are moderately structured and routine and may involve employees in different functions, students, and/or the general public. These types of interactions require normal interpersonal skills.
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 3 - 850 Points: Work involves providing significant support services to others both within and outside of the department that substantially influences decision-making processes. Work activities are complex and others rely on the accuracy and reliability of the information, analysis, or advice to make decisions. Work activities have a direct, but shared, impact on further processes or services, affect the overall efficiency and image of the department, and may have material impact on costs or service quality within the cost center. Incumbents may be responsible for identifying areas of need and for developing proposals that request funding to fulfill those needs.