Associate Director, Processing

The Associate Director of Processing plans, organizes, and administers the financial aid counselors' and processing staff's systems, technology, and operations.

• 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.

• Performs all other duties as assigned

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.

Required Education:

• Bachelor's degree

Required Experience:

• Minimum of six (6) years of related job experience

License/Certification:

• NASFAA certification

• None

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

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.

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.