Assistant Director of Financial Aid Systems and Compliance

The Assistant Director ensures that all aspects of financial aid operations and processing are managed efficiently, effectively, and in a manner which maintains University compliance with current and new requirements and regulations regarding federal, state, institutional and private financial aid sources. The position serves as the primary resource for financial aid compliance as it relates to all Federal Title IV Financial Aid programs, Texas financial aid programs, and institutional scholarship and grant programs.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Provides administrative oversight and direction to all operational responsibilities of the Office of Financial Aid. Orchestrates activities that guide all functions of Title IV program administration, University scholarship program administration, and specialized financial aid processing through four areas that comprise the operations unit of the Office of Financial Aid. These areas include, but are not limited to: Student Eligibility, Pell and Loan Programs, Special Programs including study abroad programs, non-degree certificate programs, Veteran and military certification of benefits.
• Manages and directs activities for the Processing Unit by planning and prioritizing activities, setting policy, assigning tasks, allocating resources, establishing work standards, monitoring progress, and coordinating procedures and goals for the individual work units.
• Develops annual cost-of-attendance parameters that are used in determining student eligibility for financial aid programs.
• Serves as Student Aid Information Gateway (SAIG) Secondary Destination Point System Administrator with the U.S. Department of Education (ED) and maintain and update all staff member access to these systems.
• Participates and contributes to strategic funds management discussions that guide institutional awarding philosophies and informs the development of packaging parameters for financial aid.
• Collaborates with Finance Office, Business Office and Admission Offices to ensure appropriate awarding and disbursement of financial aid funds for all students.
• Creates and maintains internal and external office publications, including but not limited to a functional Policies & Procedures manual, digital resource library, an operational calendar, and annual financial aid forms.
• Coordinates and directs training activities for staff regarding systems, processing procedures, federal, state, and institutional guidelines, and regulations.
• Serves as a staff resource for complex student aid situations that require particular attention to program compliance and considers creative solutions to support equitable opportunities for student access and success.
• Assists with the University's annual OMB A-133 audit, US Department of Education program reviews, or other internal/external audits (organizing and providing data, and responding to questions).
• Makes compliance recommendations to the Director, deploying policy or procedural changes, and is responsible for assessing effectiveness. Ensures departmental compliance with FERPA regulations and related Title IV student information privacy and protection laws.
• Oversees, supervises, and provides leadership for a team of professional staff who coordinate all processing, program compliance, and effective delivery of federal, state, institutional, and private financial aid funds for the University; directs activities for the Processing Unit by planning and prioritizing activities, setting policy, assigning tasks, allocating resources, establishing work standards, monitoring progress, and coordinating procedures and goals for the individual work units.
• Coordinates staff processes associated with leave, performance management and annual reviews, interviews or search committees associated with hiring and staffing.
• Serves as an integral member of the Director's core leadership team, as the department authority on overall operational activities, compliance concerns, policy, and training needs.
• Assists in the development and implementation of strategic enrollment management initiatives as they relate to OFA and support the University's overall enrollment goals.
• Supports varied business demands of the department, including (but not limited to) presentations/trainings to on- and off-campus constituencies, providing backup support for processing needs, meeting with students/families for financial aid counseling and payment strategies
• Performs other duties as assigned.

QUALIFICATIONS:

• Bachelor's degree from an accredited college/university required; Master's degree preferred.
• 3 years or more of professional experience working in financial aid processing, awarding and delivery of scholarships, or similar experience with 1 of those years in a supervisory capacity.
• Must clear and maintain a favorable background investigation and clearance
• Must have valid driver's license, motor vehicle liability insurance and personal injury insurance; or have a self-reliant source of transportation to conduct business on a daily basis
• Must have the ability to demonstrate intermediate skills in MS Office and Office 365 (Word, Excel, Teams, Outlook and PowerPoint) including experience with virtual platforms such as Zoom; Experience in Slate CRM and Banner software and proficiency in ad hoc query and reporting tools is preferred.
• Must be able to travel and work extended hours or weekends during peak times and for special programs, projects, and events.
• Must be able to be able to engage when needed evenings, weekends, and holidays.
• Must have excellent verbal and written communication skills. Strong public relations and customer service skills with an ability to implement diplomacy and discretion at all times; an ability to work effectively with communities across the university; Highly responsive to the needs of others.
• Must have a high ethical standard and a strong sense of confidentiality; ability to prioritize and manage multiple deadlines; thrive in a complex work environment; displays solid problem solving and interpersonal skills; works well independently and as part of a team.
• Must have ability to demonstrate strong analytical skills, attention to detail and be able to organize workflow, coordinate activities, balance simultaneous projects without loss of efficiency in a multi-tasked environment, and manage multiple priorities to meet deadlines
• Understanding of the St. Mary's culture and ability to represent and communicate the university mission to prospective students and families is preferred.
• Demonstrates extensive knowledge of federal, state, and other agency regulations governing financial aid programs.
• Bilingual Preferred (English/Spanish with the ability to understand and to make one's self understood to Spanish speaking individuals).

PHYSICAL DEMANDS:

• Working conditions are in an office environment and university campus setting. Must be able to move across the university campus to conduct day to day business.
• While performing this role, the employee will be regularly required to sit, walk, and stand; talk and hear, both in person and by telephone; and use hands repetitively to operate standard office equipment; and occasionally required to lift up to 25 pounds.
• Specific vision abilities required by this position include close vision, distance vision, and the ability to adjust focus.
• Frequently communicates with others using approved technological resources; must be able to exchange accurate information through designated systems within a timely manner.
• Constantly operates a computer and other office productivity machinery.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

St. Mary's University is a Hispanic-Serving Institution and an Equal Opportunity Employer.