Assistant Director of Financial Aid

Potsdam, NY
Feb 16, 2019
Faculty Jobs
Arts & Humanities
Institution Type
Four-Year Institution
Posting Details

Position Information

Job Title Assistant Director of Financial Aid Posting Number Staff 2014000904 FLSA Exempt Level Full-time/ Part-time Full-time Is this a temporary Position? Yes Position Summary Information

Job Description Summary

Position Responsibilities:

Student Caseload Management

  • Responsible for the overall financial aid management of a caseload of students as determined by an alphabetical split. Financial aid management includes independent decision making beginning with the receipt of the ISIR to initial packaging and follow-up as required in order to meet departmental goals and ensure compliance. The entire aid application process includes ISIR review, verification, resolution of C codes and conflicting information, special circumstances and appeals processing (professional judgement), needs analysis, packaging, PLUS loan processing, TAP eligibility determinations, review of suspended and subsequent ISIRS, aid revisions, R2T4 withdrawals, and exit counseling. A general understanding of Financial Aid Satisfactory Academic Progress policies and procedures is also required.
  • Maintain a high level of knowledge regarding federal, state, University aid programs and regulations.
  • On an on-going basis throughout the year, evaluate eligibility for federal, state and institutional aid and revise aid packages based on changes in student status, enrollment. After the 5 week mark this includes the freshman in addition to the upperclass students.
  • Review special circumstances appeals, using the team approach to make professional judgment determinations in accordance with federal regulations and university policies, and re-calculate aid eligibility. Revise aid packages. Counsel students and parents with unusual aid circumstances about financial aid policies and aid eligibility.
  • Interact daily with and counsel students and parents regarding financial aid issues.
  • Assist the Associate Director with presentations to undergraduate and graduate students and families in various areas of financial aid.
  • Work as an integrated team member with the other members of the financial aid staff and SAS representatives.
  • Act as liaison with other University departments regarding financial aid regulations, awarding and student concerns.
  • Packaging and Awarding of Student Aid – Federal, State and Institutional Aid
  • As the expert in the area of packaging, provide leadership, coordination and training of other financial aid and SAS staff both prior to and after packaging has occurred for the aid year. Ensure compliance as it relates to all areas of packaging.
  • Retain full responsibility for packaging special programs and terms including but not limited to December graduates, HEOP students, ROTC students, COOP, Summer School, Study Abroad and Consortium Agreement students. Responsible for the proration of EFC amounts, COA and Direct Loans as well as the creation of financial aid packages for students attending less than a full academic year.
  • Responsible for evaluating and sending estimated financial aid packages to the current Clarkson School students to assist them in making the decision to continue at Clarkson.
  • Responsible for the overall management and administration of the Restricted Scholarship programs including student selection, eligibility review, awarding, and budgetary maintenance. Endowed and Sponsored Scholarships total over one million annually. Act as the financial aid liaison to various academic departments to coordinate the student selection process for specific scholarships. Work directly with the Director of Donor Relations to ensure donors’ specifications are met including management of the “Thank you” process.
  • Special Programs
  • Serve as liaison to the Army and Air Force ROTC departments. Evaluate aid eligibility for state, federal and institutional aid for students receiving ROTC scholarships and create financial aid packages according to ROTC contract and federal HEOA guidelines. Calculate Clarkson ROTC Scholarship amounts. Oversee the ROTC contract process.
  • Serve as liaison to the Higher Education Opportunity Program (HEOP). Construct financial aid packages according to HEOP awarding regulations. Monitor HEOP students’ enrollment, financial aid and student accounts throughout the year to ensure strict eligibility guidelines are met.
  • Serve as liaison to the Washington Semester Program at American University and Wood’s Hole National Marine Lab and Study Abroad programs in which the University has consortium agreements with. Ensure state and federal aid eligibility for students
  • Coordinate the awarding of the Student Services Support Grant with Student Affairs.

Federal Pell Grant Program Administration

  • Manage all aspects of the Federal PELL Grant Program. The University awards in excess of 3.3 million dollars per year. Responsible for ensuring student eligibility, accuracy of award amounts, and reconciliation with the Finance Department and the Department of Education. Also responsible for the origination and disbursement process with the federal Common Origination and Disbursement (COD) System. Ensures the origination and disbursement process meets date and time requirements as specified by federal regulations.
  • Advise the Comptroller’s Office of the availability of funds and timelines for disbursement.
  • Perform monthly reconciliation of the Pell Grant program as required by federal regulations.
  • Prepare and review A-133 documentation as it relates to the Pell Grant program and work directly with the auditors to address questions and resolve issues.

Federal Work-Study Program Administration

  • Responsible for the overall administration of the Federal Work-Study Program. The University is granted in excess of five hundred thousand dollars in work-study funds annually and employs approximately 700 students.
  • Coordinates both on and off campus employment opportunities. Develops and maintains off-campus work-study agreements.
  • Responsible for the America Reads Tutoring Program as mandated by federal regulations.
  • Establishes procedures to ensure individual student earnings do not exceed eligibility.
  • Works closely with the Comptroller’s Office, Payroll and the Director of Budgets and Planning to monitor Federal Work Study expenditures.
  • Responsible for the collection and maintenance of all student I-9 forms based on specific federal guidelines.
  • Serves as a resource for both on-campus and off-campus employers.

Web-Site Management

  • Acts as the Financial Aid lead in the management of the financial aid portion of the web-site.
  • Responsible for reviewing the web-site on an on-going basis and contacting the appropriate financial aid staff members throughout the year for updated information and forms.
  • Liaison with the Web-Site staff and responsible for submitting updates on a timely basis.
  • Provides recommendations to the financial aid team of updates and improvements needed.
  • Monitor University web-site for compliance issues regarding preferred lender list regulations and other consumer disclosure requirements.

Clarkson Loan Administration

  • Responsible for the overall administration of the Clarkson Loan Program. This program awards in excess of three hundred thousand dollars annually and is comprised of approximately 25 different loan funds. Monitor each loan fund’s budget, select recipients based on specific eligibility requirements, and incorporate the loan into the award packages. Administer the promissory note process and the multiple disclosure requirements in accordance with Regulation Z. Meet with students on an as needed basis to discuss the details of the loans.

Interaction within SAS

  • Serve as a resource for federal, state and institutional regulations and policies for all of SAS. Assist others in interpreting and implementing regulations.
  • Actively assist in the training of SAS representatives in changes in federal, state and university regulations.
  • As an essential part of the administrative team of SAS analyze and work to improve excellence in the student services delivery process. Coordinate Financial Aid timelines and procedures with the SAS representatives, Registrar and Student Accounts areas.
  • Communicate daily with the SAS representatives regarding issues and students’ questions.

Additional Duties:
In the Absence of the Associate Director or Financial Aid Counselor provide support by:

  • Perform daily Direct Loan data transmissions to and from the Central Processor (CPS) using communication software. Ensure that data is correctly imported into PeopleSoft. Responsible for accuracy of file data and identifying corrections needed.
  • Process daily ELM data exchange for alternative loan processing including origination and disbursement data files. Ensure data is correctly updated in PeopleSoft in a timely manner according to federal regulations.
    *Process FA Term and Budget Build in PeopleSoft. Review results for accuracy and issues. Investigate and resolve issues that arise.
  • Process daily transmissions of Federal Student Aid information to and from the Federal Government database. Control import of ISIR data into PeopleSoft.
  • Actively pursue training and knowledge regarding changes in Federal and State laws and regulation.
  • Assist Director of Financial Aid in ensuring compliance with all university policies and state and federal financial aid regulations. Assist the Director of Financial Aid in developing policies and procedures and improving the aid delivery process.
  • Conduct testing of new PeopleSoft Bundles.
  • Work closely with OIT staff on PeopleSoft issues that arise or to make updates to help improve efficiency.
  • Assist Director of Financial Aid in troubleshooting and resolving PeopleSoft issues.
  • Maintain active membership in professional organizations including NASFAA, NYSFAAA and EASFAA.
  • Serve as Financial Aid Office representative on institutional committees as deemed appropriate by the Director.
  • Perform other related duties including special projects and research as needed.

Essential Skills:

  • Perform various financial aid functions and processes utilizing an in depth knowledge and understanding of federal, state, and institutional regulations pertaining to student eligibility, verification, awarding, disbursement, cost of attendance, administrative capability and compliance.
  • Independent judgment, analytical and problem solving skills.
  • Willingness to learn new skills.
  • Proficient Computer Skills including Excel, Word and PeopleSoft.
  • Ability to work independently as well as part of a diverse, integrated and dynamic team of professionals.
  • Maintain an in depth knowledge and understanding of federal and state regulations pertaining to all aspects of financial aid administration.
  • Excellent oral and written communication, organizational and interpersonal skills are required. Ability to speak in front of groups.
  • Ability to meet deadlines and handle a variety of task and sensitive issues while maintaining a professional, collaborative, responsive, cooperative and polite demeanor.
Minimum Qualifications:
Include Education,
Experience, and Skills

Minimal Qualifications:
Bachelor’s degree with 2 years of experience in Financial Aid or a shared services office or an Associate’s degree with 3-5 years of experience in Financial Aid or a shared service office.

  • Knowledge of federal financial aid programs and regulations is required
  • Excellent communication, organization and interpersonal skills are required

Minimal Experience:

  • A Bachelor’s Degree with 2 years of experience in financial aid or shared services office at a college or university.
  • Associate’s Degree with 5 years of experience in financial aid or shared services office at a college or university.
Preferred Qualifications:
Include Education,
Experience, and Skills

Preferred Experience:

  • Bachelor’s degree with 2-5 years of experience in Financial Aid or a shared services office
  • Experience in PeopleSoft, ELM, EDConnect, Excel and COD is strongly preferred
Physical Demands

The physical demands characteristics 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.

  • While performing the duties of this job, the employee is occasionally required to stand; walk; sit; bend and stoop. The employee must occasionally lift and/or move up to 25 pounds.
  • Other demands as required by specific position.

Clarkson is committed to complying with the guidelines set forth under the Americans with Disabilities Act.

Posting Detail Information

Close Date Open Date 02/14/2019 Open Until Filled Yes Special Instructions for this Posting

This is a temporary position

Reference Request Details

Maximum Number of Reference Requests 3 Minimum Number of Reference Requests 3 Posting Specific Questions

Required fields are indicated with an asterisk (*).

  1. * What advertising source helped you find this great employment opportunity?

    (Open Ended Question)

  2. * What is the highest level of completed education that you currently hold?
    • Highschool Diploma/GED
    • Associates Degree
    • Bachelors Degree
    • Masters Degree
    • ABD (all but disertation)
    • Phd
  3. * Do you have experience in PeopleSoft or other relational databases?
    • Yes
    • No
  4. * Do you have at least 2 to 3 years of experience working in Higher Education preferably in the areas of financial aid, student accounts or student records?
    • Yes
    • No
  5. * Describe your financial aid skills and experience.

    (Open Ended Question)

Documents Needed to Apply Required Documents
  1. Resume
  2. Cover Letter
  3. Letter of Reference1
  4. Letter of Reference2
  5. Letter of Reference3
Optional Documents

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