Associate Director, Processing
Basic Position Information
Job Code: 2333
Title: Associate Director, Processing
Department: Financial Aid
Essential Personnel: N
Job Family: Student Operations
Job Sub-Family: Financial Aid
FLSA Classification: E
Job Grade: 15
Grade Min: $58,809
Grade Mid: $70,571
UHD Succession Plan: N
Criticality of Position: N/A
Career Ladder: In-Range
Campus Security Authority: Y
Screening Committee: Y
Motor Vehicle Record Check: N
Job Summary
The Associate Director of Processing plans, organizes, and administers the financial aid counselors' and processing staff's systems, technology, and operations.
Duties
- Processes student financial aid files in accordance with federal and state regulations
- Awards financial aid, including federal, state, and institutional grants, loans, and scholarships, as well as work-study and outside agency programs
- Processes the daily student verification of the Free Application of Federal Student Aid
- Accepts financial aid forms; reviews for completeness and accuracy; verifies information on student applications to determine eligibility for awards; screens applications. Processes and sends ISIR Corrections.
- Responds to student and parent queries in a timely fashion, researching issues and obtaining assistance from other staff as necessary; facilitates the resolution of difficult and/or unusual situations related to student financial aid issues. Works with the Admissions Office and other offices on student recruitment related to the financial aid process.
- Develops and maintains procedures for the Pell process, making changes to procedures as new regulations or changes to policies arise to maintain compliance.
- Sends Pell Grant origination and disbursement files to the Department of Education through the Common Origination and Disbursement (COD) system. Imports Pell disbursement records from COD into PeopleSoft.
- Interprets, applies, and complies with federal, state, and institutional regulations governing student financial aid; maintains current working knowledge of guidelines and regulations pertaining to financial aid; participates in the development, evaluation, and implementation of institutional policies and procedures regarding student financial aid.
- Provides day-to-day oversight of the Federal Pell Grant, responsible for receiving all daily, weekly, and monthly COD reports, fixing errors, and troubleshooting student problems.
Marginal Duties
- Performs all other duties as assigned
Supervisory Responsibilities
Direct Reports:
- Full-time and part-time Employees
Delegation of Work:
- Regularly assigns work to subordinate(s)
Supervision Given:
- Has primary responsibility for conducting performance evaluations and making recommendations for hiring and dismissing employees.
Qualifications
Required Education:
- Bachelor's degree
Required Experience:
- Minimum of six (6) years of related job experience
License/Certification:
- NASFAA certification
Preferred Qualifications
- None
Knowledge, Skills and Abilities
Knowledge:
- Knowledge of the federal, agency, state, and university policies, procedures, and guidelines for grant funding in a higher education environment; the associated issues, trends, issues, and accepted practices.
Skills:
- Good technical skills, including proficiency in Department of Education software and websites;
- Strong critical thinking skills;
- Good time management skills;
- Excellent interpersonal and communication skills
Abilities:
- Ability to learn new computer software quickly; ability to be flexible;
- Ability to effectively communicate with a wide range of individuals and constituencies in a diverse community
Work Location and Physical Demands
Primary Work Location:
- Works in an office environment.
Physical Demands:
- Work is performed in a typical interior work environment which does not subject the employee to any unpleasant elements; individual has discretion in relation to walking, standing etc., and has minimal exposure to physical risks.
Position Specific Competencies
Commitment to Excellence - UHD
- Demonstrates a commitment to competently perform his/her job duties and responsibilities within established time frames.
- Continuously strives to improve work performance.
- Accepts responsibility for his/her commitments to the university.
- Contributes to the success of the university by consistently providing quality results in the performance of his/her job duties and responsibilities.
Respect and Cooperation
- Treats others with courtesy, respect, and dignity in the workplace.
- Promotes cooperation through open and honest communications and consideration of others ideas, thoughts, and opinions.
Integrity
- Demonstrates high ethical standards of conduct in the performance of his/her job duties and responsibilities.
- Accepts responsibility for his/her actions.
- Respects and complies with department and university policies, procedures, and work rules.
Dependability
- Takes responsibility to accomplish job assignments within reasonable deadlines.
- Willing to accept new projects and/or commitments.
- Does due diligence to complete projects within specified timeframes and/or fulfill commitments.
- Arrives to work on time prepared and ready to contribute.
Flexibility
- Willingly adjusts to changing work assignments or conditions.
- Open to changes in operational procedures, technology, and/or organizational structure.
- Views changes as opportunities for learning and professional development.
- Displays a positive attitude to encourage others.
- Promptly responds to changes in work priorities and/or unexpected circumstances or situations.
Proficiency
- Possesses required job skills and knowledge.
- Demonstrates the ability to apply those skills and knowledge to competently perform his/her job duties and assignments.
Focus on Customer Service
- Focuses on customer's needs and expectations. (Customers can be students, external constituents, employees, or university guests.)
- Respectfully ascertains customer's needs and determines appropriate response.
- Promptly responds by providing requested information, takes appropriate action, or refers customer to appropriate individual or department.
- If further actions need to be taken, advises customers of realistic timeframes for a response to their request.
- Follows up with customers on outstanding requests in a timely manner.
- Tactfully explains to customers why their needs and/or expectations cannot be met if the university does not provide the requested information or services.
Research and Analysis
- Applies knowledge and skills to collect and analyze relevant data and information.
- Assesses benefits and risks, and prepares comprehensive reports of findings.
- Submits recommendations for management's review and evaluation.
Supervision
- Supervises the work of staff employees.
- Sets clear goals and expectations within reasonable timeframes.
- Motivates staff through constructive feedback, challenging assignments, and recognition of achievements.
- Provides mentorship and guidance by sharing expertise and best practices.
- Supports staff by providing essential resources, professional development opportunities, and open communication.
- Promptly addresses performance issues with appropriate measures and discretion.
Computer/Automated System Proficiency
- Proficient in the use of university applications or automated systems to perform job duties.
- Complies with related policies, procedures, and work rules to maintain system security and data integrity.
Student Success Indirect Support
- Contributes to student success by assisting students with anything that supports their student experience, whether directly or indirectly.
- Helps students navigate their way through the different offices, programs, and services at the university and/or connects students with the appropriate party(ies).
- Connects students with services or resources that can help them with career exploration, goal selection, and ongoing academic assistance.
- Helps students build peer support networks.
- Encourages student participation in out-of-class activities.
- Provides encouragement and guidance to foster student success.
- Treats students with respect
- Maintains the learning environment to ensure quality and/or sound pedagogy.
This job description may not encompass all duties and responsibilities associated with the position.