Assistant Director of Production

Job Summary/Basic Function:

The purpose of this position is to manage the operations of the Production team within the Financial Aid and Scholarships Office. This position is responsible for the management of work associated with all aspects of financial aid administration and awarding to all groups of students at the university. This includes performing need analysis, verification of student eligibility, mass packaging, disbursements and census date adjustments. This position will monitor production team processes and collaborate with the Systems team to find efficiencies to increase 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.

Department Overview:

The Financial Aid and Scholarships Department at Boise State University helps students and their families navigate the process of funding a college education. This office is a central resource for all types of financial assistance, ensuring students understand their options and have the support they need to afford their education. We also foster a respectful, collaborative, and results-driven work environment where all employees are encouraged to develop professionally, support team efforts, and take accountability for their actions.

Level Scope:

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.

Essential Functions:

60% of Time the Assistant Director of Production:

• Interprets and applies federal, state and institutional laws, regulations and policies relating to the delivery of student financial assistance to support compliance.
• Assists with monitoring all related activities for conformity with financial aid policies, regulations and procedures by performing quality control, process review and attending trainings, conferences, and webinars to maintain an up-to-date knowledge base.
• Manage the awarding of financial aid funds to all eligible students. This includes undergraduate, graduate, and extended studies students for all periods of enrollment in fall, spring and summer.
• Stay abreast of guidance as issued in regulations, handbooks NPRM guidance, Dear Colleague Letters, electronic announcements, and other methods of delivery.
• Supervise production staff and support staff development for the understanding of how to best use the financial aid management system to accomplish job responsibilities.
• Work extensively with the systems team to integrate systems changes and enhancements into business processes. Collaborate with systems team to help production staff understand set-up, and help them learn to diagnose and resolve certain systems errors.
• Hires, trains, supervises and manages personnel.
• Oversee operations, schedule and workflow to ensure that services are provided and processes are completed in a timely manner.
• Provide ongoing training to staff on job responsibilities, regulatory context, and systems standards, may need to train new staff with little experience in either financial aid, or in PeopleSoft/Oracle Student Financial Aid Cloud.
• Obtain and evaluate confidential information from students and parents in order to advise on eligibility for aid, the application process and college financing options
• Maintain accurate student aid records in strict accordance with current federal, state and college regulations governing financial aid

35% of Time the Assistant Director of Production must:

• Collaborate with department managers to develop, implement, and annually update the policies and procedures for verification, packaging, awarding, disbursement and refunding of aid. Audit student files on a regular basis to ensure accuracy and compliance.
• Manage the process for financial aid adjustments after the census date for summer, fall and spring award periods and aid other aid adjustments due to enrollment changes.
• Work with production and system teams to test system upgrades, enhancements and annual student packaging and budgeting syste