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Associate Director of Financial Aid

University of Massachusetts Amherst
UMass Amherst

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Administrative Jobs
Institutional & Business Affairs, Financial Aid
Employment Type
Full Time
Institution Type
Four-Year Institution
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Job Details

Job no: 510455
Work type: Staff Full Time
Location: UMass Amherst
Department: Financial Aid
Union: PSU
Categories: Financial Aid, Accounting/Finance/Budget

About UMass Amherst

UMass Amherst, the Commonwealth's flagship campus, is a nationally ranked public research university offering a full range of undergraduate, graduate and professional degrees. The University sits on nearly 1,450-acres in the scenic Pioneer Valley of Western Massachusetts, and offers a rich cultural environment in a bucolic setting close to major urban centers. In addition, the University is part of the Five Colleges (including Amherst College, Hampshire College, Mount Holyoke College, and Smith College), which adds to the intellectual energy of the region.

Job Summary

Under the supervision of the Director of Financial Aid Services, the Associate Director of Financial Aid, Fiscal Operations is responsible for the fiscal management of the Federal, State, University, Foundation and other unrestricted financial aid appropriations. This position serves as point person for annual federal and state compliance audits, prepares financial data reports related to student financial aid and develops and maintains internal controls to ensure compliance with institutional and program level Federal Student Aid regulations. The Associate Director of Financial Aid, Fiscal Operations oversees the Federal Work-study program and Student Employment Office as well as the document imaging center. Serves as a member of the Director’s enrollment management team and serves in lieu of the Director’s absence.

Essential Functions


  • Sets up and manages all financial aid funds, the interface to student accounts within student information systems and the subsequent transactional interface to the General Ledger. Sets up annual grants and campus wide departmental accounts. Responsible for all financial aid cash balances, student level reconciliation and reporting to external agencies. Monitors federal G5 letter of credit transactions related to Federal Aid program funds.
  • Manages all operational accounting functions within the Financial Aid office. Approves and monitors all purchases, recharges, salary and budget. Realigns operational and GOF grant budgets through PeopleSoft Financials.
  • Develops annual data model to analyze the economic status of the student population and create projection reports to assist senior campus officials to make budget decisions for institutional need-based aid. Prepares long range spending plan for renewable merit programs for budget requests. Monitors weekly financial aid program expenses and makes spending recommendations to the Director.
  • Works with campus budget office to set up student cost of attendance parameters for various student populations for Financial Aid purposes. Incorporates student fee data with annual institutional grant budget to plan, analyze and develop standard packaging recommendations to maximize all sources of financial aid funds.
  • Provides staff support related to personnel issues, payroll, family medical leave, changes to job descriptions, desk audits, reporting line changes, staff training and the hiring and termination process. Collaborates with Human Resource staff to maintain campus student payroll, student hiring policies, procedures and workflow.


  • Manages audits for Financial Aid Services including annual A-133 and Massachusetts Office of Student Financial Aid compliance audits. Serves as point person for all Federal, State and internal auditors to explain how business processes and controls comply with regulatory statutes. Makes decisions on audit documentation, prepares and reviews all documents for audit submission. Develops corrective action plans as necessary.
  • Manages the internal controls for the proper disbursement of all Federal and State funds. Works closely with program administrators to synchronize Federal reporting requirements to increase Federal authorization levels to facilitate Letter of Credit draws. Oversees monthly reconciliation and ensures the grants are balanced between the general ledger and Federal database for official program closeout.
  • Manages the completion of the annual Fiscal Operations Report and Application to Participate (FISAP) with the U.S. Dept of Education. Determines appropriate sources and levels of matching funds for campus-based programs. Collects data from campus administrative offices to report statistical data and reconcile funds between systems. Maintains campus Federal Aid Eligibility Certification and Federal / State Program Participation agreements. Prepares Federal Application on five-year cycle and updates as necessary.
  • Assists in monitoring all related activities for conformity with Financial Aid policies, regulations and procedures by performing quality control, process review and attending trainings, conferences and webinars. Recommends departmental policies and procedures for the effective operation of the office. Coordinates with campus departments on the development of new aid programs and processes to ensure regulatory compliance. Provides guidance to campus partners regarding the University Business Expense Policy with respect to student payments. Advises the Director on uses of aid to maximize enrollment and retention of undergraduate and graduate students.

TECHNICAL (20% time)

  • Prepares and reviews statistical and financial data provided to State agencies, auditing agencies and University Presidents Office including IPEDS, Common Data Set and other data surveys. Collaborates with technical staff to review statistics for logic, trends and consistency of Financial Aid data prior to publication. Supports campus departments by proving data requests for grant applications requiring financial aid statistical data. Oversees the preparation and reviews subpoena documentation. Acts as Federal Destination Point Administrator to provide access to Federal Student Aid web portals.
  • Oversees the management of the Document Imaging and Records area to ensure flow of financial aid documents and routing to appropriate queues for staff processing. Oversees functional module lead with campus IT to maintain stable student information systems by collaborating on test plans for system updates and enhancements. Participates on the production team to coordinate operational events throughout the financial aid cycle.
  • Annual setup of Financial Aid systems to define aid year, disbursement and regulatory controls, coding used for student transactions and fund budgets within Spire. Oversees and directs the setup of automated student financial aid packaging parameters. Oversees the testing of student information system bundles and updates.


  • Oversees Federal Title IV and state refund process. Ensures compliance with Title IV (R2T4) regulations for withdrawn students and the Mass. state financial aid refund calculation by establishing and maintaining policies and procedures.
  • Oversees Student Employment staff and the administration of the Federal Work-Study, the Job Locator Development (JLD), and America Reads Programs for on and off campus work sites. Includes ensuring compliance with Federal requirements for the programs and the community service requirement for Federal Work-Study. Monitors collections from community service agencies for matching component of student earnings. Ensure the proper funding split of student earnings, and appropriate transactional interface with federal grants.

Other Functions

  • Understands, is committed to, and implements University’s Affirmative Action and non-discrimination policies and principles as related to tasks assigned.
  • Performs other duties as assigned.

Minimum Qualifications (Knowledge, Skills, Abilities, Education, Experience, Certifications, Licensure)

  • Bachelor’s Degree in Business Administration, Higher Education Administration or related field.
  • Six years of progressive experience in higher education student financial aid, including a working knowledge of state, federal and private sources of financial aid.
  • Three years of staff supervisory experience. Ability to plan, organize, supervise and train staff performing a variety of functions.
  • Experience and demonstrated knowledge of financial and accounting practices.
  • Strong technical abilities including use of automated student information systems, computer software and data retrieval programs. High proficiency of PC applications including MS Excel, MS Access and other Microsoft Office products.
  • Business analysis experience including the ability to design, develop and troubleshoot process workflow or internal controls.
  • Excellent oral and written communication and interpersonal skills.
  • Ability to effectively collaborate with administration, faculty, staff, external agencies and a diverse student population.

Preferred Qualifications (Knowledge, Skills, Abilities, Education, Experience, Certifications, Licensure)

  • Previous experience with PeopleSoft student information systems and Perceptive Content imaging software.
  • Previous experience with financial and/or statistical data reporting.
  • Experience performing large transactional program reconciliations. High level of comfort working with large data sets and batch processing to manage high volumes of student aid transactions.
  • Experience with compliance audits.
  • Ability to analyze SQR’s and write SQL.

Physical Demands/Working Conditions

Typical office environment.

Work Schedule

M-F, 37.5 hours per week

Salary Information

PSU Level 30

Salary Chart

Special Instructions to Applicants

To apply please submit your application online and include a cover letter, resume and contact information for three professional references. Applications will be accepted until a suitable candidate pool has been identified.

UMass Amherst is committed to a policy of equal opportunity without regard to race, color, religion, gender, gender identity or expression, age, sexual orientation, national origin, ancestry, disability, military status, or genetic information in employment, admission to and participation in academic programs, activities, and services, and the selection of vendors who provide services or products to the University. To fulfill that policy, UMass Amherst is further committed to a program of affirmative action to eliminate or mitigate artificial barriers and to increase opportunities for the recruitment and advancement of qualified minorities, women, persons with disabilities, and covered veterans. It is the policy of the UMass Amherst to comply with the applicable federal and state statutes, rules, and regulations concerning equal opportunity and affirmative action.

Advertised: Sep 30 2021 Eastern Daylight Time
Applications close:


The University of Massachusetts Amherst is one of the preeminent public research universities in America. Nestled in idyllic Amherst, Massachusetts—often called “The top college town in North America”—the campus is consistently ranked among the top public research universities in the nation, and offers a rich cultural environment in a rural setting close to major urban centers. 

As one of the nation's top public research universities – as measured by national and international rankings, academic citations, and research funding – the campus spends more than $180 million on research each year, demonstrating its contribution to the nation’s position as a technological and economic leader. The university works in conjunction with academic, government, and private partners to translate new knowledge and scientific discoveries into technical innovations and scholarly works that create opportunities for students, faculty and the public. 

Eight schools and colleges offer more than 85 undergraduate majors, 68 master’s and 48 doctoral degree programs, many counted among the top programs in the nation and world. UMass Amherst is also home to New England's premier honors college.

The 1,159 full-time faculty members are dedicated teachers and world-renowned researchers and the campus has regularly been listed among the top performers in terms of faculty awards. With over 24,000 students from all 50 states and over 70 countries, the student body is the most academically successful in the history of the campus. Students participate in 240 organizations, 21 NCAA Division I athletic teams, extensive intramurals, living-learning residence halls, community service, and internships. With one of the largest residential life systems in the nation, UMass Amherst houses approximately 12,000 students on campus. The university is enjoying a facilities renaissance, including new buildings in the sciences, the arts, and recreation. UMass Amherst is part of the Five College consortium with Smith, Mount Holyoke, Hampshire and Amherst colleges.

As an employer, the University of Massachusetts Amherst is a national leader in developing family-friendly policies, benefits and amenities designed to help faculty members develop both productive careers and satisfying personal lives. The university offers one of the nation’s most generous parental leave policies. The university is also part of the Academic Career Network, a regional consortium formed to serve dual-career couples and encourage greater diversity in the academy.


Find Us
Whitmore Administration Building
United States
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