POSITION IDENTIFICATION
TITLE Associate Director, Student Financial Aid
CLASSIFICATION NUMBER 1855
GRADE 44
CLASSIFICATION Exempt
IMMEDIATE SUPERVISOR Director, Student Financial Aid
MAJOR ADMINISTRATOR Associate Vice President for Enrollment Management and
Services
GENERAL FUNCTION
The Associate Director, 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, Student Financial Aid 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 or some post-baccalaureate
coursework is preferred.
Experience: At least three years of experience in college or university financial aid administration that demonstrates
increasing responsibility and understanding of financial aid programs is required.
Knowledge of and experience with financial aid administrative responsibilities (e.g.,
development of financial aid budgets, administration of Satisfactory Academic Progress,
regulatory compliance, etc.) is required. Management and supervisory experience of
full-time employees is required. Systems management experience with a highly automated
financial aid management system is required and 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 with
all institutional stakeholders 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.
SUPERVISION
The Associate Director, Financial Aid is supervised by the Director, 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 2019
JOB FAMILY 4
Factor 1: Professional Knowledge, Skill, and Technical Mastery
Level 3.0 - 1500 Points: Entry-level knowledge of the principles, concepts, practices, and methods of an administrative, managerial, technical, or professional specialty. Knowledge permits employee to carry out basic recurring tasks and routine portions of assignments or to carry out less demanding professional elements of assignments in professional or technical areas including accounting or auditing, financial management, business administration, human resources, law, engineering, science, or medicine, while gaining familiarity with the University's policies and goals, business practices, and/or accounting systems. This level of knowledge permits the employee to schedule and carry out the steps of a limited operation or project, or to complete stages of a multi-phase project. Alternatively, knowledge at this level might also permit the employee to carry out recurring tasks and routine assignments requiring moderate 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. Knowledge requirements may also include a limited amount of related work experience. Alternatively, equivalent knowledge requirements at this level include a non-technical or general Bachelor's degree requirement with a moderate level of additional related work experience or a non-specific Master's degree requirement with some related work experience.
Factor 2: Supervisory Responsibility
Level 5.0 - 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 4.0 - 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 3.0 - 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 4.0 - 1500 Points: Work involves the primary accountability for a smaller 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. Work activities have a direct and substantial impact on the department. While work activities do have some effect on the efficiency and reputation of the cost center, departments, programs, or processes at this level represent a relatively minor function within the cost center. Employees in jobs at this level may have responsibility for developing budgets, distributing budgeted funds, and exercising the primary control over a relatively small budget.
