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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.