Job Title: Assistant Director of Financial Aid

FLSA Status: Non- Exempt

Department: Financial Aid

Title of Manager/Supervisor: Director of Financial Aid

Number of Employees Reporting to this Position: 0

Range: $50,700- $58,900

Position Summary: The Assistant Director of Financial Aid is both a generalist and specialist position. As a generalist, this position has student caseload management responsibilities. As a specialist, this position is responsible for the administration of financial aid satisfactory academic progress, the management of all outside scholarships and funding sources, return to title IV calculations, and HEOP packaging.

General Purpose: This position works closely with the Director of Financial Aid and the entire financial aid team in all areas of the financial aid assistance operation to develop and implement financial aid policies, procedures, and initiatives, which support the goals and objectives of the University and ensure compliance with federal, state, and University regulations. In addition to student caseload responsibilities, this position has special emphasis on satisfactory academic progress, return to title IV, administration of outside aid, and HEOP packaging.

Position Responsibilities:

Student Caseload Management

• Responsible for the overall financial aid management of a caseload of students assigned by the Director of Financial Aid. Financial aid management includes independent decision-making beginning with 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, TAP eligibility determination, review of suspended and subsequent ISIRs, aid revisions, R2T4 withdrawals
• 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
• Maintain a high level of knowledge regarding federal, state, and 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 to student status and enrollment. After the 5 week point of the semester this includes freshmen in addition to the continuing students
• Review special circumstance appeals using the team approach to make professional judgment determinations in accordance with federal regulations and university policies, recalculate aid eligibility and 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
• Regularly collaborate and work as an integrated team member within the Student Achievement Services department
• Manage emergency fund awarding in collaboration with the Dean of Students
• Act as a liaison with other departments regarding financial aid regulations, awarding, and student concerns
• Oversee financial aid processing as it relates to readmitted students, including but not limited to SAP evaluations, FA term and budget build, packaging checklist codes and variable num updates
• Review general financial aid email daily

Packaging and Awarding of Student Aid – Federal, State and Institutional Aid

• Retain full responsibility for packaging special program and terms including but not limited to Fall Grads, HEOP, RAs, CO-OP, Study Abroad, and Consortium Agreement Students
• Provide backup coverage to Coordinator for special packaging groups including Honors, The Clarkson School, ROTC, VA, ISA
• Identify packages to review annually prior to continuing student packaging
• Manage summer financial aid process. Update summer aid application annually, counsel students on summer aid options, award summer aid and resolve disbursement issues

Satisfactory Academic Progress (SAP)

• Manage and administer the SAP process at the end of each semester and quarter for both undergraduate and graduate students
• As required by federal regulations, evaluate student’s minimum cumulative GPA, PACE, and 150% maximum time frame requirements
• Review, evaluate, and take appropriate action on students with unearned ‘F’ grades
• Notify students placed on financial aid warning or who have been disqualified via email
• Review SAP appeals in conjunction with the Dean of Students and the Director of Financial Aid
• In conjunction with the Office of University Advising, formulate academic plans for students with approved SAP appeals. Engage with faculty and department advisors to promote student achievement of SAP standards
• Revise award packages based on evaluation
• Maintain communication and checklist processes within PeopleSoft
• Work closely with other departments as appropriate to address student SAP issues
• Develop and maintain a proactive communication strategy for students
• Proactively and collaboratively education students and other stakeholders on the availability of academic support services and the financial aid impacts of SAP
• Prepare all documents for the A-133 audit

Cost of Attendance

• Provides management and oversight of the cost of attendance process
• Establishes controls for evaluations of accurate cost of attendance for various living types and special programs including review of weekly dorm change report
• Liaison to Director of Residence Life to resolve discrepancies and establish coordination between the two departments
• Assign student groups based on housing status (co-op, commuter, fall grad, etc)
• Work closely with Office of Information Technology to develop processes, troubleshoot issues, and improve delivery

Return to Title IV

• Perform R2T4 calculations as required by federal regulations for students who withdraw and students with all unearned ‘F’ grades. Update aid packages and return funds to the Department of Education as necessary
• Review daily drop list to identify students needing R2T4 calculation
• Notify students of the results of the R2T4 calculation
• Counsel students, families, the Dean of Students, and academic advisors on issues regarding withdrawals
• Perform set-up functions and other maintenance in COD

Administration of Outside Aid Resources

• Manage the administration of awards and other funding from private outside services for all undergraduate and graduate students. Revise financial aid packages as needed
• Manage employer reimbursements in conjunction with SAS
• Serve as the main point of contact for outside agencies

Interaction with Student Achievement Services (SAS)

• Serve as a resource for federal, state, and institutional regulations and policies for SAS and assist others with interpreting and implementing regulations
• Actively communicate changes in federal, state, and university regulations
• Analyze and work to improve excellence in the student services delivery process.
• Coordinate financial aid timelines and procedures with SAS
• Communicate daily with SAS regarding issues and student questions

Additional Duties

• Actively pursue training and knowledge regarding changes in federal and state regulations
• Assist the Director of Financial Aid in ensuring compliance with all university policies and state and federal financial aid regulations
• Conduct testing of new PeopleSoft bundles and work closely with OIT staff on issues that arise or to make updates to help improve efficiency
• Assist with annual reconciliation of accounts
• Assist the Director of Financial Aid in developing policies and procedures and improving the aid delivery process
• Serve as the Financial Aid Office representative on institutional committees as deemed appropriate by Director
• Maintain active membership in professional organizations including NASFAA, NYSFAAA, and EASFAA
• Perform other related duties including special projects and research as needed

Health & Safety: All staff has a statutory responsibility to take reasonable care of themselves, others and the environment and to prevent harm by their acts or omissions. All staff is therefore required to adhere to the University’s Health, Safety, and Environmental Policy & Procedures.

DISCLAIMER: The above statements are designed to indicate the general nature and level of work performed by employees assigned to this classification. They are not intended to be construed as an exhaustive list of all duties, responsibilities, skills, and qualifications required of personnel so classified

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 meet deadlines and handle a variety of tasks and sensitive issues while maintaining a professional, collaborative, responsible, cooperative, and polite demeanor
• Demonstrated commitment to diversity and inclusion
• Occasional evening and weekend hours required

Education:
Minimal Qualifications: Bachelor’s Degree with 2 years of experience in financial aid or related field

Preferred Qualifications:

• Master’s Degree with 2 years of experience in financial aid
• Experience in PeopleSoft, COD, FAA Access, NSLDS

Experience:

Minimal Qualifications: Bachelor’s Degree with 2 years of experience in financial aid or related field

Preferred Qualifications:

• Experience in PeopleSoft, COD, FAA Access, NSLDS
• In-depth knowledge of federal financial aid programs and regulations

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.

Special Instructions to Applicants: An equal opportunity/affirmative action employer, Clarkson actively seeks and encourages applications from minorities, women and people with disabilities.

All offers of employment are subject to the applicant successfully passing a background check (including, but not limited to, employment verification, educational and other credential verification, and criminal records).