Sr Assistant Director of Federal and State Aid Programs

About the Opportunity

JOB SUMMARY:

The Sr Assistant Director of Federal and State Aid Programs is responsible for managing, monitoring, reconciling and reporting on Federal and State Campus-Based Programs (Federal SEOG, MA Gilbert Grant, MA PT Grant, CA CalGrant), Federal Pell, and various State Aid Programs. The Sr Assistant Director is responsible for the design, implementation and success of the policies and processes by which these funds are delivered to students. The Sr Assistant Director ensures that the delivery of aid conforms to any applicable federal and state regulations as well as institutional policies and that the delivery is performed with a high quality of student service.

The Sr  Assistant Director supervises several 3-4 Financial Aid Counselors and an Administrative Assistant for Federal and State Aid Programs. The Sr Assistant Director manages the respective budgets and funding projections for all federal and state need-based grants, regularly monitors the use of funds and monthly reporting. With assistance from Sr Director, Directors and Associate Directors, the Sr Assistant Director supports the execution of self-audits of high-risk compliance areas and manages the annual federal and state reports and audits.

In addition, the Sr Assistant Director will advise and counsel full- and part-time undergraduate students/families on the availability of financial aid, the aid delivery process, and the reconciliation processes required to insure that financial aid funds are transferred to students’ accounts. Review student applications, perform verification procedures, review/evaluate appeals, and intercede for students with participating departments (Deans, various customer service units, Registrar, Co-op). Evaluate and respond to service escalations applicable to reporting staff.

MINIMUM QUALIFICATIONS:

• Bachelor’s degree required; Master’s degree desired. Considerable, progressive experience in higher educational financial aid administration that demonstrate organizational, managerial and budgetary skills.

• Four to six years of related experience with budget reconciliation, proficient in Title IV and state regulations required.

• Detail oriented with ability to organize multiple tasks simultaneously. Effective written, oral, interpersonal, and leadership skills.

• Experience with PowerFAIDs preferred.

• Ability to build strong working relationships throughout the university community. 

• Ability to balance institutional policies and priorities with aid program regulations and the individual needs of students.

KEY RESPONSIBILITIES & ACCOUNTABILITIES:

Federal Aid Programs

Manages the budget, awarding polices/procedures, compliance, and reporting of Federal state grant programs – including but not limited to Pell, SEOG, and other programs. Collect and reconcile respective data required for annual Fiscal Operations Report and Application to Participate (FISAP). Assist with training development and delivery for Federal and state aid programs. Manages relevant program budgets including fund projections, monitors the use of funds and the monthly reporting of fund use.

Monitor and reconcile over $20 million annually in Pell Grant funding from awarding to disbursement through the federal delivery process. Assure that eligible students’ awards are reported to the Federal Department of Education (ED) and corresponding funds are drawn down from ED.

State Aid Programs

Manages the budget, awarding polices/procedures, compliance, and reporting of all state aid programs – including Massachusetts (MassGrant, Gilbert, Mass PT, Behavioral Internship, others), California Student Aid Commission (CalGrant, others), Vermont, Connecticut, Rhode Island, Pennsylvania, and others. Ensure the timely and accurate processing of aid reconciliation reports and manage multiple relationships with the various State Higher Education Agencies. Provide monthly fund reporting for management including usage, comparison to prior years, projected use, etc. Train Oakland staff and coordinate Oakland activities supporting CSAC Grant administration and reporting.

Fund Reconciliation and Audits

Weekly reconciliation of awarded funds and processes, including Return to Title IV processing, anticipated aid vs disbursed aid, disbursement adjustments, and Federal G5 drawdowns vs disbursed Aid. Provides monthly fund reporting for management including usage, comparison to prior years, projected use, etc.

With the assistance of the Associate Director of Financial Aid Services, coordinates and provides data and reporting required for various audits. Under the direction of the Dean Sr. Director and Directors, assists with annual self-audits, evaluates an