PROFESSIONAL JOB DESCRIPTION Financial Aid Director [PDF]

POSITION TITLE: Financial Aid Director. DEPARTMENT: Financial Aid. PURPOSE: Plan, organize and supervise the Financial A

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PROFESSIONAL JOB DESCRIPTION Exempt; Full‐time  POSITION TITLE:

Financial Aid Director

DEPARTMENT:

Financial Aid

PURPOSE: Plan, organize and supervise the Financial Aid department to administer federal, state, and institutional financial aid funds and services. Perform standard financial aid duties such as needs analysis, verification, loan processing and satisfactory academic progress monitoring. ESSENTIAL FUNCTIONS: Supervise personnel in accordance with college policies and applicable laws. Responsibilities include: interview, hire, and train employees; plan, assign, and direct work; reward and discipline employees or make such recommendations to the appropriate manager; address complaints and resolve problems. Lead staff meetings, share information as appropriate, promote the development of ideas for improved service and efficiency, and encourage teamwork. Develop, implement and revise policies and procedures to ensure compliance with federal and state laws, regulations and college policies related to financial aid and scholarships. Coordinate and manage all financial aid programs, ensuring compliance with all federal, state, and institutional financial aid regulations, policies, and procedures. Monitor, approve, and/or revise all financial aid packaging for all qualified applicants in accordance with federal, state, institutional, and other policies and procedures. Oversee the Satisfactory Academic Progress (SAP) and Return of Title IV Funds processes. Oversee coordination of student loan processing between students, federal government, and the institution. Oversee Title IV refunds and repayments, including U.S. Department of Education and National Student Loan Data System notifications. Work with Comptroller and Business Office to ensure accurate and timely exchange of information and awards between school information systems. Oversee reconciliation process. Administer appeals process related to SAP and Special Circumstances. Establish appeals committee and appeal guidelines. Train appeals committee and ensure they follow procedural and regulatory requirements. Notify students of appeal outcomes and counsel students on available options. Develop, modify, implement and maintain the application intake and tracking process for proper documentation of all awards for audit trail. Maintain fund control records in accordance with funding level limitations. Complete federal, state, and institutional reports including applications for federal funding and reports the expenditures of funds allocated, such as the FISAP. Coordinate internal reconciliation efforts and report to reviewing entities, such as auditors, program reviewers, and accreditation teams. Develop and conduct financial aid presentations and participate in outreach activities, such as New Student Outreach, High School Outreach, financial aid workshops, etc.

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Develop, design, revise, and update all publications (website, college catalog, and other media) relating to financial aid, such as financial aid applications, forms used for tracking applications, correspondence forms, and brochures. Provide training and materials to College staff regarding the financial aid process. Facilitate coordination and communication between respective college departments as they relate to the Financial Aid Office’s role in creating a positive educational experience for students. Integrate efforts to maximize Financial Aid’s role in recruiting and retention. Counsel and advise students and parents regarding financial needs and problems, and recommend financial aid opportunities, academic progress, eligibility and procedures. Maintain, research and submit information regarding budget as needed. Approve payroll work authorizations for all department staff. Recommend individuals for hire to Dean of Student Services and Human Resources. Maintain current knowledge of college financial aid policies, procedures, and programs. Attend trainings/conferences as necessary to keep knowledge current. TVCC values professionalism in its employees. The following attributes and behaviors are identified as examples of what is expected of an employee:  Display empathy and positive regard for others in written, verbal and non-verbal communications.  Work effectively with colleagues and students by practicing punctuality, respect for deadlines, collaborative problem solving, and honest communication.  Build trusting relationships by acting with integrity, courtesy, and responsibility, even in the face of stress or demanding workplace conditions.  Maintain proficiency as needed and approved by attending trainings, reading job-related materials, and meeting with others in area of responsibility.  Dress appropriately for a workplace with frequent customer service interaction and community outreach.  Meet all required standards of confidentiality and safety. Maintain work areas in a clean and orderly manner. QUALIFICATIONS MANDATORY: Bachelor’s degree and four years related experience; or any satisfactory combination of experience and training which demonstrates the knowledge, skills and abilities to perform the above duties. Broad knowledge of federal financial aid programs and recordkeeping requirements. Knowledge of higher education processes, supervisory and personnel practices, communication techniques and computer software. General knowledge of accounting practices, data processing and computer applications. Able to communicate effectively verbally and in writing. Able to work independently to meet deadlines. PREFERRED: Master’s degree; 4 years of financial aid experience; previous supervisory experience. PHYSICAL DEMANDS While performing the duties of this position, the employee is frequently required to sit, communicate, reach and manipulate objects, tools or controls. The position requires mobility. Minimum physical exertion. Duties involve moving materials weighing up to 5 pounds on a regular basis and up to 20 pounds on an occasional basis. Manual dexterity

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and coordination are required over 50% of the work period while operating equipment such as computer keyboard, mouse, calculator and similar machines. WORKING CONDITIONS Usual office working conditions. The noise level in the work environment is typical of most office environments. Travel and evening and weekend hours may be necessary to attend monthly Board of Education meetings, workshops, and conferences/trainings as requested. SUPERVISORY RESPONSIBILITY Supervises 3-5 full-time employees, and 1FTE part-time and student employees. Responsible for performance evaluations of staff. Carries out other supervisory responsibilities in accordance with college policies and applicable laws. Responsibilities include: interview, hire, and train employees; plan, assign, and direct work; reward and discipline employees; address complaints and resolve problems. SUPERVISION RECEIVED Works under the general direction of the Dean of Student Services. The above description covers the most significant duties performed but does not include other related occasional work. Created 2/08; Revised 8/10

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