Financial Aid Systems Manager

2 weeks ago

Claremont, United States InsideHigherEd Full time
Equal Opportunity and Nondiscrimination Statement The College is dedicated to fostering a harassment-free educational and work environment and is an equal employment opportunity employer. The institution adheres to a policy of equal employment opportunities for all applicants and employees, complying with all relevant state and federal laws. Discrimination based on race, color, religion, sex (including gender, pregnancy, childbirth, or related medical conditions), gender identity, gender expression, national origin, ancestry, age, physical or mental disability, medical condition, marital status, sexual orientation, or any other legally protected category is strictly prohibited. Harassment of any employee on these bases is also not tolerated.Job Posting Title: Associate Director of Financial Aid, Operations and SystemsPosition Overview:

PRIMARY FUNCTION:

This role is pivotal in supporting the Deputy Director of Financial Aid in managing various federal and institutional financial aid programs and processes. A significant portion of the role will focus on leveraging technology to enhance departmental operations. The Associate Director of Financial Aid, Operations and Systems will conduct need analysis and verification, ensure compliance with federal and student aid programs, provide counseling to students and families, maintain website communications, and lead the transition to the PowerFAIDS Cloud and Anthology SIS. Candidates should possess strong technological skills, a keen interest in process automation, and exceptional project management abilities to implement new systems. Independent judgment will be exercised in fulfilling the responsibilities of this position, which may include supervising staff and student workers.

KEY RESPONSIBILITIES:

Operations and Systems (40%):

  • Lead and collaborate with IT to transition from PowerFAIDS Desktop to PowerFAIDS Cloud.
  • Act as the Office of Financial Aid liaison for software migration from Jenzabar CX to Anthology.
  • Coordinate with the Office of Admission to effectively utilize Slate in recruitment and enrollment.
  • Oversee regular data transfers between Slate and PowerFAIDS, ensuring updates to the Financial Aid Checklist.
  • Assist in optimizing and documenting all processes with a focus on technology and operations.
  • Support the Senior Financial Aid Counselor and Financial Aid Assistant with daily batch processes, including ISIR and PROFILE data downloads.
  • Analyze system processes and recommend improvements for functionality and efficiency.
  • Conduct audits of data and systems to maintain information integrity.
  • Provide technical training to Financial Aid staff and implement automation using PowerFAIDS and other software.
  • Assist in forecasting spending trends and making recommendations for budget modifications.
  • Help prepare departmental operating budgets, statistical reports, and complex funding applications.
  • Coordinate program reviews and audits, implementing resulting recommendations.
  • Reconcile financial aid data with Institutional Research for accurate reporting.

Need Analysis/Compliance (30%):

  • Perform need analysis and verification on student aid applications based on federal, state, and institutional methodologies.
  • Interpret and implement federal and state regulations regarding financial aid programs.
  • Evaluate cost of attendance and budget adjustment requests, updating financial aid packages accordingly.
  • Calculate federal Return to Title IV (R2T4) refunds and monitor compliance.
  • Stay current with regulatory changes and best practices to determine student eligibility for Federal Title IV aid.
  • Participate in appeal meetings to discuss and document policies for financial aid eligibility.
  • Audit financial aid packages, troubleshoot system issues, and run reports to correct discrepancies.
  • Develop equitable practices for administering the Kravis Opportunity Fund for high-need students.
  • Support the Financial Aid Assistant in reviewing applicant documents through various systems.
  • Maintain and update office policy and procedure manuals.

Counseling and Communications (30%):

  • Provide counseling to families regarding the financial aid application process and financing options.
  • Deliver financial aid presentations to students, families, and counselors.
  • Respond to escalated inquiries from the Senior Financial Aid Counselor and Financial Aid Assistant.
  • Assist in crafting effective communication messages for students and families.
  • Maintain a customer service-oriented office atmosphere while overseeing daily operations.
  • Update financial aid forms and publications as needed.
  • Keep the Office of Financial Aid website current and informative.
  • Perform additional duties as assigned.

QUALIFICATIONS:

EDUCATION: A Bachelor's degree in a related field is required; a Master's degree is preferred.

EXPERIENCE: A minimum of 5 years of relevant experience with increasing administrative responsibility is required. This includes experience in packaging and need analysis procedures, extensive use of automated financial aid software, and knowledge of Title IV regulations.

SKILLS: Candidates must demonstrate strong analytical skills, attention to detail, and the ability to manage multiple tasks effectively. Excellent communication skills are essential for discussing sensitive financial information with diverse groups.

WORKING HOURS: This is a full-time position with regular hours from 8:00 a.m. to 5:00 p.m., Monday to Friday. Flexibility in hours may be required based on departmental needs.

CLASSIFICATION: This is an exempt, regular, full-time position eligible for benefits.

SALARY: The anticipated salary range is $81,000 to $95,000 per year, commensurate with qualifications and experience.

BACKGROUND CHECK: A full consumer background check will be required for the successful candidate.

DISCLAIMER: This job description is intended to convey the general nature and level of work performed by employees in this classification. It is not designed to be an exhaustive list of all duties and responsibilities associated with the position.

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