Job Description

The Associate Director of Financial Aid and Compliance is responsible for overseeing and ensuring compliance with regulatory and administrative requirements for Title IV federal student aid programs. They monitor and identify changes in regulations, propose solutions, and develop plans for implementing changes effectively. The role involves maintaining current knowledge of financial aid regulations, conducting reviews of financial aid processes to identify gaps and recommend improvements, and ensuring proper configuration of the student information system for capturing and reporting financial aid data. The Associate Director also manages data integration across various technology platforms, oversees the packaging and disbursement of student aid, and conducts audits to ensure data integrity. They collaborate with department administration to maintain compliance, assist with office operations, and provide training to staff on policy regulations. Additionally, the Associate Director participates in counseling students and parents, collaborates on promotional materials, establishes communication with stakeholders, and acts as a performance manager for direct reports. This position requires a strong understanding of financial aid regulations and systems, exceptional attention to detail, analytical and technological skills, and the ability to collaborate effectively with various stakeholders.

POSITION SUMMARY

• Monitors regulatory and administrative requirements for Title IV federal student aid programs; identifies regulatory changes and systematic problems and briefs department administration of recently adopted regulations with respect to Title IV and state aid programs; proposes solutions to changes in regulations and systematic issues and develops plans, recommendations, and timetables for effectively implementing changes appropriately both for compliance and administrative effectiveness; alerts staff of proposed changes.
• Maintains current knowledge in all aspects of financial aid including changes to federal and state regulations, participating in annual training, professional organizations, and conferences to keep abreast of new information and program changes to be implemented.
• Reviews financial aid processes to determine functionality gaps and works with IT and department staff to identify appropriate changes in the processes and/or of new and/or improved functionality to enhance financial aid processing. Ensures that all functionality of the system is optimized in support of efficient and robust operations.
• Works with other departments to ensure that the student information system, Colleague, is properly configured to capture and report financial aid data.
• Ensures that the multitude of external and auxiliary systems used by financial aid in the administration of aid are set-up and used effectively in daily operations (COD, CPS, SAIG, NSLDS, as well as ELM online services).
• Manages and supports the routine import of data into the technology platforms and ensures that information flows between systems in a logical, efficient, and accurate way; leverages the expertise of IT partners to optimize the integration of all technology/data platforms.
• Ensures the timely and accurate packaging and disbursement of student aid; the effective flow of information and documentation throughout the process; the full implementation of all institutional aid programs.
• Works with department administration to ensure the Ellucian Colleague system is configured in a manner that is compliant with federal, state and institutional regulations. Conducts audits of data and systems to ensure the integrity of information. Serves as the central contact in trouble-shooting technology and operational issues that hinder the flow of applicants through the financial aid process.
• Assesses and revises office procedures, document tracking procedures, and outgoing communications. Assists department administration with maintaining and updating the department policy manual.
• Assists department administration with managing daily office operations including scheduling, evaluation, and other administrative tasks as assigned and assists with evaluating and updating policies and procedures as well as automating various functions of the office. Provides in-service training for staff in reference to the various federal and state policy regulations.
• Ensures the department maintains compliance with all applicable federal, state and institutional rules and regulations and provides training to direct reports and department staff on updates and issues with respect to state and federal financial aid programs.
• Performs federal need analysis, verification, and determines student award eligibility for Title IV, state, and/or institutional aid programs, in compliance with relevant regulations and policies.
• Administers and interprets applicable federal and/or state laws and regulations. Monitors awards and students’ academic progress to confirm eligibility criteria are met.
• Resolves reporting discrepancies, analyzes data sets, and provides analytical/operational reports to improve processing efficiencies.
• Establishes monitoring and reviewing controls to ensure adherence by staff to the code of federal regulations with respect to Title IV federal student aid and state regulations.
• Performs random quality assurance testing on processed financial aid files.
• Gathers and analyzes data and produces reports as needed for FISAP and other mandatory state reports.
• Participates in the data gathering and coordination for a successful annual financial audit. May serve as the lead representative for the FAQs during reviews, and assists in post-audit responses.
• Develops a set of core outcomes for the department and measures and tracks annual performance against objectives.
• Counsels students and parents regarding college financial aid opportunities; participates in workshops, open houses, both on and off campus, promoting financial aid materials and information. Educates students on the information required for completing financial aid applications and assists them with accurate data input as required by Federal and State financial aid websites.
• Supports development of content for the Financial Aid website and ensures content is accurate and current. Collaborates with Public Relations to design, write, and oversee the production of printed promotional materials including catalogs, brochures, flyers, and program and media guides.
• Establishes and maintains communication and cooperative working relationships with college administrators, faculty, staff, students and student organizations, government and private agencies and/or the public in order to accomplish the objectives of the sections supervised.
• Acts as performance manager for all direct reports including managing day to day performance, producing and communicating written performance evaluations, approving requested time off, and other points of compliance with HR rules, regulations, and unit collective bargaining agreements.
• Subject to senior management review and final board approval, has the responsibility, power and authority to hire, fire, discipline and promote full and part-time employees.
• Represents the office, as appropriate, on college committees and professional meetings.
• Performs additional tasks or duties as assigned.

SALARY AND BENEFITS

• Annual Salary range is from $80,000-$90,000.
• NJ Educators Health Plan with free Vision and Dental. NJ State Pension plan.
• 15 vacation days, 15 sick days, 4 personal days, 2 floating holidays, all designated holidays and 5 non-designated holidays a year.
• Tuition reimbursement opportunities for staff and their family 6 months after hire.

SPECIAL SKILLS AND QUALIFICATIONS

• Leadership

• Managing People
• Communication
• Customer and Student Focus
• Building Relationships
• Organizing
• Planning

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