Assistant Director, Financial Aid Systems

Responsible for assisting the Director in supervision of daily processes. Oversight management of scholarship administration functions. Develop objectives and recommend changes to existing processes and practices to increase accuracy of information and the office's efficiency and responsiveness in order to promote the highest level of customer service.

This position is part of the Financial Aid Leadership team. They manage and coordinate all activities related to automation and systems within the Financial Aid Office. They ensure that systems are compliant with federal, state and university regulations, support office business processes in a most efficient and effective manner and communicate with other federal and state operating systems. Additionally, this position assists in planning for and implementation of software solutions,
training, development and maintenance of training and procedures manuals. This position reports to the Associate Director of Systems & Production and represents the office on university committees, and provides leadership in the Associate Director’s absence. This position will monitor systems team processes and collaborate with the Production team to find efficiencies to increase compliance, production speed and accuracy within these processes. This position is also responsible for collaborating to ensure the policies and procedures manual are up-to-date with the federal/state/institutional changes that may impact federal financial aid.

Provides direct supervision typically to professionals or skilled technical employees at the entry or intermediate level. Functions as advisor to unit and administration and sets goals and objectives for team members for achievement of operational results. Analyzes and resolves problems through drawing from prior experiences. Interprets policies (e.g., fiscal management, HR, contracts and grants, resource management in defined areas) and demonstrates solid subject matter knowledge. Exercises judgment within defined procedures and policies to determine appropriate action. Supervises staff to assure accountability and stewardship of campus resources (operational, financial, and human) in compliance with departmental goals and objectives.

60% of Time the Assistant Director, Financial Aid Systems must:

• Analyze, plan, and recommend software solutions for the Financial Aid and Scholarships Office.
• Analyze and evaluate present and proposed business processes relative to the administration of federal aid programs.
• Research appropriate and affordable technology to streamline existing processes and define and implement software solutions for mandated federal, state, and university changes.
• Compare business process designs with data processing plans and specifications.
• Research capabilities of all systems, new releases, and enhancements. Ensure that multiple systems are communicating with each other to include PeopleSoft, various government software programs, imaging system, loan transmittal software, and other current or future automated software and systems.
• Plan for and determine appropriate implementation strategy of systems development.
• Oversee the design and maintenance of the Financial Aid and Scholarship web presence.
• Design structure to support data integrity. Create test plans, accountability checks, and quality assurance plans.
• Develop and write systems and procedural documentation.

35% of Time the Assistant Director, Financial Aid Systems must:

• Research and understand guidance as issued in regulations, handbooks, Notice of Proposed Rulemaking, Dear Colleague Letters, electronic announcements, and other methods of delivery and determine systems capabilities in responding to regulatory changes.
• Understand how changes will impact business processes and adjust accordingly.
• Provide ongoing training to staff on job responsibilities, regulatory context, and systems standards.
• Help staff understand how to best use the system to accomplish compliant job responsibilities.
• Work extensively with Financial Aid and Scholarship Staff to integrate systems changes and enhancements into business processes.
• Assess and evaluate staff progression, provide coaching and feedback on a regular basis, and conduct formal annual evaluations and make hiring decisions when vacancies occur.
• Apply analytical and persuasive skills to assess, explain and advocate for office needs and resources.
• Attend meetings on a regular basis to coordinate university processes.
• Develop collaborative working relationships with programmers and other OIT and EAS staff.

5% of Time the Assistant Director, Financial Aid Syste