Associate Director of Special Projects

Mar 09, 2017
Institution Type
Four-Year Institution

Associate Director of Special Projects

Worcester Polytechnic Institute

Department: Office of Student Aid & Financial Literacy

Position Status: Administrative Exempt Positions

Basic Function:
Process financial aid applications for all entering and renewal applicants; assess eligibility for financial aid; assist in administrating federal, state and institutional aid to students and families; maintain communications with other departments on and off campus; participate in professional organizations and counsel students and families

Principal Duties and Responsibilities

    Serve as liaison and contact person for providing data to all internal and external survey partners.

    Responsible for managing all federal, state, institutional, and private financial aid surveys by running reports, submitting results and communicating information to Executive Director (i.e. FISAP, US News & World Report, Common Data Set, etc…)

    Responsible for creating year-end reports for all awarded federal, state, institutional and private financial aid funds during fiscal year.

  • Advise students and parents, as well as on/off campus constituencies about financial aid opportunities, procedures, college policies and eligibility requirements for aid. Must have the ability to interact with students and parents calmly and graciously under difficult, interpersonal situations and be capable of explaining complex and confusing regulations to students and parents.

    Analyze, evaluate and verify confidential information on student’s application material for the purpose of determining levels and sources of assistance for prospective and current WPI students. Base decisions upon WPI, federal and state policies governing aid distribution.

    Manage and administer the Federal SEOG and Gilbert Grant Program including the awarding, tracking, fund allocation and year end reconciliation and reporting.

    Collaborate with Admissions Office on financial aid awards to incoming, first year students.

    Interaction with Bursar’s Office and Financial Services Office to assist in reconciling students’ charges and credits.

    Responsible for overseeing the communication process for the FYS Mailing, year-end SAP process.

    Assist Executive Director and Senior Associate Director in identifying and examining the efficiency of both procedural and processing issues as they relate to the mission of the office.

    Resolve unofficial records, C flags, and error messages for all FAFSA records throughout the academic year.

    Manage and oversee the reconciliation process of office funds by running and disseminating reports to awarding directors on a monthly and year end basis.

    Manage the reporting and reconciliation process of funds management throughout the year including by not limited to, under enrolled reports, negative federal methodology reports, non-returnee reports, SAP awarding, year-end reconciliation, FISAP reporting, citizenship discrepancies, etc…

    Manage the process of periodic reporting of enrollment changes for students (graduating students, reduced course load, non-returnees, etc.) and adjusting aid funds

    Work closely with Associate Director of Compliance and Training to provide updated report as it pertains to compliance and training issues within the office and financial aid programs.

    Work closely with Information Analysist with Banner upgrade testing and troubleshooting.

    Process aid adjustments for non-returnees, reduced course loads and students with enrollment changes throughout the academic year.

    Assist office with taking on additional work on a temporary basis during times of staff shortages.

    Assist office with search process for new staff hires (i.e. applicant review, interviews, and evaluation of candidates)

    Assist office with training with new team member hires.

    Other duties as assigned.

    Position Requirements

  • Bachelor’s degree.

    Possess excellent interpersonal and customer service skills with the ability to communicate effectively and positively with a diverse population both verbally and in writing

    Ability to use sound judgment when communication with students, parents, colleagues and external agencies.

    Demonstrated ability to work well in a team environment as well as independently

    Possess a comfort level with software applications and ability to quickly adapt to new technologies

    Exhibits ability and willingness to contribute to an enthusiastic, positive work environment

    As appropriate, demonstrate ability to mentor/train more junior staff

    Experience is strongly preferred. Management of student assistance awards and familiarity with financial aid computer software systems preferably SCT Banner System.

    Proficient in al Microsoft Office Applications

    Must be able and willing to work overtime during peak times, especially during the file review periods.

    Willing to work at WPI events during non-business hours.

    Hours of work: 8:00 am - 5:00 pm, Monday - Friday. Position is an exempt staff position which requires a minimum of 40 hours per week.

    Sense of humor
    Positive attitude
    Sensitivity towards others
    Responsive and responsible
    Excellent communicator
    Team builder
    Ability to receive constructive feedback

    Posting Date: 03/06/2017

    Open Until Filled: Yes

    Special Instructions to Applicants:

    EEO Information:
    We are an Equal Opportunity Employer and do not discriminate against applicants due to race, color, age, religion, sex, sexual orientation, gender identity, national origin, veteran status or disability. We are looking for individuals who value creativity, diversity, inclusion, and collaboration.

    Criminal Background Check Statement:
    A pre-employment criminal records check is required.

    To apply, visit:

    WPI, the nation's third oldest private technological university, established in 1865 by New England industrialists John Boynton and Ichabod Washburn consists of 80 acres set in a safe, residential section of Worcester, Massachusetts—the second largest city in New England—home to 13 colleges, and situated 40 miles west of Boston.

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