Assistant Director of Financial Aid, Financial Aid

Job description

Assistant Director of Financial Aid, Financial Aid

Department Description:

The University of San Diego, a contemporary and engaged Roman Catholic institution, was founded by the Diocese of San Diego and the Society of the Sacred Heart in 1949. Governed by an independent board of trustees since 1972, USD remains committed to a liberal arts education grounded in the Catholic intellectual tradition and the pursuit of truth, goodness and beauty. Inspired by this centuries old tradition of Catholic higher education, the University welcomes people of all faith traditions and any, or no, religious background. The future success of USD relies on the contributions of those who seek to foster the development of engaged global citizens and an earnest confrontation of humanity's urgent challenges.

Detailed Description:

General Purpose

Administrative - Assists in managing the general operations of the Office of Financial Aid. Represents the Director and Associate Director as needed. Processes financial aid, counseling of students, and all administrative support for special programs, online programs, the paralegal program, and all other graduate programs. Does need analysis for undergrads and grads. Acts as liaison to the Athletic Department. Provides primary back-up to Associate Director for IT processes (Banner) and systems set up. Serves as the OFA representative for USD Admission Yield events and other outreach events on campus or in the community. Assists with the annual audit and FISAP. Supervision received by the Director of Financial Aid. This position supervises the Report Lead.

Job Duties

Application and File Processing

  • Determine financial aid eligibility based on Federal Methodology and USD guidelines
  • Process corrections through INAS system and determine new need/eligibility
  • Determine students' financial aid packages using USD, federal, and state guidelines, demonstrating flexibility, yet adhering to guidelines; identify/request exceptions based on professional judgment
  • Performs re-evaluations of packages.

Applicant Advising
  • Counsels students and parents who have complicated situations on financial aid/personal matters with sensitivity to emotional situations which may occur.

Program Coordinator/Additional Responsibilities
  • Using knowledge of federal financial aid guidelines and Banner financial aid software, independently creates multiple Paralegal Program budgets, loan periods, and aid periods. Performs application review and awards federal aid pursuant to federal regulation and monitors loan disbursements and student refunds. Counsels paralegal students on the financial aid process. Attends the Paralegal staff meeting 3 times per year;
  • Determine funding and program eligibility for non-standard term and newly proposed academic programs, using knowledge of Department of Education requirements for Title IV program qualification. Process and package awards for students in non-traditional calendar programs (requires knowledge of packaging policies and coordination of departmental scholarship awards). Develop processing and tracking system for programs which are offered on a non-traditional calendar. Monitor awarding of all graduate programs including the online programs. Provide one-on-one customer service to graduate students in all programs. Provide one-on-one customer service to all graduate program coordinators.
  • Acts as point of contact with the USD Athletics Department. Awards all athletic aid in accordance with federal, USD, and NCAA guidelines. Works with the Athletics Department on 4 annual projects: financial aid estimates, PFL survey, APR, and squad lists. Attends the Athletics staff meeting once per year. Attends football recruiting events in the spring. Works with coaches and recruits to navigate the financial aid process;
  • Monitors students who have been academically disqualified. Works with the Deans on reinstatement;
  • Balance Federal Supplemental Educational Opportunity Grant (SEOG) account on annual basis;
  • Represents the Director in the compilation of statistics/information and the completion of the Annual Fiscal Operations Report and Application to Participate in Federal Student Aid Programs (FISAP);
  • Serves as primary back-up to the Associate Director, the summer awarding process, and the study abroad awarding process;
  • Serves as a coordinator for the annual Office of Financial Aid Audit.

  • Serves as integral part of Management Team in formulating policies and procedures of office management, as well as modifications to packaging and processing guidelines and OFA policies;
  • Serves on University committees relevant to Financial Aid issues; represents the OFA/Director at meetings when scheduling conflicts arise.
  • Attends state/federal/regional training and conferences relevant Financial Aid;
  • Represents USD by creating and making presentations on financial aid at fairs and forums;
  • Provides creative input to Associate Director for improving data processing system, using knowledge of State reporting requirements and USD policies, program function and philosophy;
  • Provide annual training to the Office of Admissions, serve as the Office of Financial Aid representative for Admission Yield events
  • Serves as a member on the Data Integrity Committee;
  • Serve on university committees relevant to Financial Aid issues for graduate students

Job Requirements:

Minimum and Preferred Qualifications:
Education: Bachelor’s degree required Experience: The Assistant Director should have broad experience in federal and state student aid regulations, financial aid policy, needs analysis, financial aid packaging methodology, and human relations. Five year’s full time experience in financial aid
Performance Expectations: Knowledge, Skills and Abilities
  • Knowledge of need analysis and student aid policies and regulations
  • Effective oral and written communications skills
  • Effective organizational skills
  • Demonstrated supervisory skills
  • High degree of mathematical accuracy
  • Ability to make independent decisions
  • Ability to adjust to changing environment
  • Capacity to listen and respond with knowledge and understanding to students' and parents' situations
  • Working knowledge of USD's awarding policy and financial aid philosophy
  • Extensive knowledge and understanding of Title IV Regulations
  • Knowledge of NCAA financial aid regulations
  • Public speaking skills

Special Conditions of Employment:
  • Ability and availability to work additional hours at peak processing times
  • Make recommendations to the Director regarding difficult and critical decisions
  • Ability to make independent decisions as needed
  • Ability to assist emotionally sensitive students and parents with financial aid issues
  • Position duties change throughout the year depending on peak priorities during the year and if adequate staffing is present; percentage of time spent on each task is the average during a “normal” year, additional hours are required for lengthy periods of time to meet all job responsibilities during peak times and/or times of staff transitions.

Background check: Successful completion of a pre-employment background check.

Degree Verification Requirement: Persons offered employment in this position will be required to provide official education transcripts for degree verification purposes.

Posting Salary:

Commensurate with experience; Excellent Benefits.

The University of San Diego offers a very competitive benefits package, to include medical, dental, vision, a 12% retirement contribution given to you by the University (with three year vesting period), and access to on-campus Fitness Centers. Please visit the benefits section of our website to view all of the perks and benefits that USD has to offer.

Special Application Instructions

Click Apply Now to complete our online application. In addition, please upload a cover letter and resume to your application profile for the hiring managers review. If you have any questions or difficulties please contact the Employment Services Team at 619-260-6806, or email us at [email protected]

Additional Details:

Hours: 40 hours per week

Closing date: Open until filled

Note: External job postings will be up for at least five days. After that time, applications will be reviewed by the hiring manager/committee throughout the posting period. A candidate may be selected at any time which could then close this posting on a date earlier than listed.

The University of San Diego is an equal opportunity employer committed to diversity and inclusion and is especially interested in candidates who can contribute to the diversity and excellence of the campus community.

The University of San Diego is a smoking and tobacco-free campus. For more information, visit

To apply, visit

Copyright ©2017 Inc. All rights reserved.

Posted by the FREE value-added recruitment advertising agency





Diversity Profile: University



View more

Learn more on Inside Higher Ed's College Page for University

Arrow pointing right
Job No:
Posted: 4/12/2019
Application Due: 4/12/2031
Work Type: Full Time