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Assistant Director of Financial Aid Job Description

Job Summary

This full-time permanent position reporting to the Director of Financial Aid. This position supervises a team of Financial Aid Administrators.  In addition, this position serves as the lead compliance administrator for the office and maintains a comprehensive quality assurance program.  Other responsibilities include managing and facilitating the origination, maintenance and disbursement of the federal Pell Grant and Direct Loan programs, monthly reconciliations, refunding of payments, and ensuring the programs comply with federal regulations.  A working knowledge of PowerFAIDS, Jenzabar, EDE, COD, NSLDS, CPS and other Department of Education software tools.

Essential Duties and Responsibilities

  • Process all Direct Loan Programs (including subsidized, unsubsidized and PLUS loans) and Pell Grants from to origination through disbursement, as well as awarding Parent and Graduate PLUS loans.
  • Complete import and export for Federal Pell Grant and Direct Loan Programs on a daily basis.
  • Ensure disbursement records are processed through the Common Origination and Disbursement System on a weekly basis weekly.
  • Maintain a comprehensive Quality Assurance program including developing, implementing, and maintaining quality control mechanisms to determine adherence to federal, state, and institutional rules and regulations. 
  • Recommends initiatives and implements changes to improve quality and services.
  • Manage and support a team of Financial Aid Administrators.
  • Develops and prepares training sessions for department staff within the scope of capabilities, experience, and knowledge based on findings of quality control and audit review analysis.
  • Review Satisfactory Academic Progress for all students prior to the start of the semester and update accounts and POEs
  • Provide as a back-up for ISIR imports and exports
  • In the absence of Director, serves as the Secondary Destination Point Administrator.
  • Performs return of Title IV calculations for students who withdraw from the College ensures the completion of return of Title IV funds within established federal regulations.
  • Provides information needed to complete the annual US News and World Report submission, IPEDS, and other surveys and questionnaires as directed by the Director.
  • Monitor packaging errors and perform outreach to FAA for corrections.
  • Review and clear error reports for import and export processes.
  • Return funds for outstanding checks.
  • Perform monthly reconciliation for the Federal Direct Loan and Federal Pell Grant Programs.
  • Report all federal loans and grants to the Common Origination & Disbursement Systems (COD).
  • Correct any system errors and all setup and updates to COD.
  • Communicate with federal government representatives regarding loans, corrections, etc.
  • Maintain selection sets and reports for Direct Loan and Pell Grant Programs.
  • Responsible for compliance regulations for Direct Loan and Pell Programs.
  • Provide business office with monthly cash flow reporting.
  • Process SULA, LEU, POP and MMR reporting.
  • Maintain compliant disbursement date reporting.
  • Send disbursement disclosure notifications.
  • Manage entrance and exit counseling.
  • Manage Master Promissory Notes.
  • Maintain procedures for Direct Loan and Pell Grant Programs.
  • Providing training to FAA and frontline staff related to Direct Loan and Pell Grant Programs.
  • Certify, package, and disburse private loans on ELM
  • Monitor submitted Book/Pell Voucher applications and send approved vouchers to Student Accounts
  • Perform credit cuts during each add/drop period and update all financial aid funds based on eligibility

Other Duties/Responsibilities

  • Attend regional and national conferences relevant to job requirements and federal regulations.
  • Provide assistance as needed with advising, counseling, and educating students, prospective students, and their respective family members as it relates to their financial eligibility.
  • Complete credit refund audits.

Knowledge and Skills

  • Strong interpersonal skills and a positive, helping attitude
  • Ability to work effectively with colleagues from across the college and to work cooperatively as a member of the financial aid team.
  • Excellent analytical, problem solving and organizational skills.
  • Ability to work with a variety of academic calendars and multiple fiscal years.
  • Thoroughness, accuracy and attention to detail required.
  • Ability to set priorities and work independently and with a minimum of supervision.
  • Experience effectively managing projects and/or systems in support of business functions.  
  • A thorough understanding of the financial aid process is required.
  • Ability to communicate clearly and effectively in both verbal and written formats as well as to create and maintain positive, productive working relationships with both technical and non- technical personnel.
  • Ability to analyze and interpret data.
  • Possess the ability to troubleshoot and solve technical challenges across multiple software and operating systems.
  • Knowledge of federal and state financial aid regulations.
  • Knowledge of higher education computer systems and software applications.
  • Must have ability to maintain strict confidentiality and discretion.
  • A passionate commitment to the mission of the College.

Education & Experience

  • Bachelor’s degree required. Master’s degree preferred.
  • 5+ years of experience.
  • Four years direct experience with federal methodology, awarding federal and institutional aid, verification, COD, C-flags, cost of attendance budgets and Title IV funding.
  • PowerFAIDS, Jenzabar and Microsoft Excel experience required.

Physical Effort Required

While performing the duties of this job, the employee is required to sit. The employee is frequently required to use hands to finger, handle or feel; reach with hands and arms; and talk, hear and effectively communicate with others in person and in writing. The employee is required to be mobile. The employee must be able to occasionally lift and or move up to 10 pounds. Specific vision abilities required by this job include the ability to see other s and read documents. This job requires the employee to spend lengthy periods of time performing computer assisted work. The noise level in the work environment is usually quiet. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions.


To apply please forward cover letter and resume to