Assistant Director of Financial Aid

Christopher Newport University

Newport News, VA

ID: 7245703
Posted: May 17, 2024
Application Deadline: Open Until Filled

Job Description

Campus Security Authority Statement
A Campus Security Authority. A Campus Security Authority (or CSA) is defined as an “official of the institution with significant responsibility for student and campus activities.” A CSA is required to immediately report any crime that is reported to them to the University Police who will then review, evaluate, and investigate the reported crime. Annual training is required by the Department of Education for all personnel who have been designated as a Campus Security Authority.

This is NOT a Campus Security Authority.
Designated Personnel Yes
Designated Personnel Statement
This position is a “designated position” meaning this position could potentially be required to work (depending on the event) during an emergency closing.
Statement of Economic Interest No
Statement of Economic Interest Statement
This position does NOT require a Statement of Personal Economic Interest.
Restricted Position No
Restricted Position Statement
A restricted position would be subject to availability of funding. This is NOT a restricted position.
Chief Objective of Position
The Assistant Director oversees the functions of front desk operations, assists with training and compliance efforts, and administers student loan programs. In addition, responsibilities include managing a caseload of students to include financial aid advising and data review and promoting a “students first” service concept. The Assistant Director also serves as a member of the leadership team within the Office of Financial Aid, alongside the Director and Associate Director.
Work Tasks
Front Desk Operations
Assists in overseeing an effective and comprehensive student financial aid counseling program which maintains relationships with students, parents, faculty, advisors, and university administration to provide an avenue for students to seek assistance when needed.
Creates and maintains training and resource documents for front desk staff in order to ensure excellent customer service
Creates a schedule for the front desk to ensure coverage at all times, in the absence of the Financial Aid Specialist. Staff should demonstrate the utmost level of professionalism at all times.
Anticipates personnel needs for peak processing times, such as Setting Sail, tuition payment deadlines, start of each term, and initial packaging for the next aid year, to ensure appropriate and timely dissemination of information.
Helps to coordinate activities and teamwork between Financial Aid, the Business Office, Admission, and Registrar to ensure all required information is available to students and adequately communicated/distributed.
Oversees supply inventory and purchasing responsibilities of the Financial Aid Specialist.
Identifies opportunities for improvement and efficiency in front desk operations.

Training and Compliance
Assists the Director with the administration of financial aid programs in accordance with federal, state, and institutional regulations and policies.
Assists the Director in managing compliance activities, to include developing and updating policies and procedures.
Assists Director with implementation of large-scale regulatory changes in the office, such as those included in the Consolidated Appropriations Act of 2021 and upcoming state regulatory changes.
Supports the Director in compiling documentation and files for any audits or other quality assurance reviews conducted on the activities of the Office of Financial Aid.
Continuously develops, implements and maintains multiple levels of proactive internal quality control mechanisms to ensure compliance with all federal, state, and institutional policies and/or regulations
Develops action plans for the correction of any violations or deficiencies noted; and provides regular feedback to the Financial Aid team.
Reviews financial aid regulations, policies and procedures distributed by federal, state, and institutional sources to help ensure the university’s continued ability to meet regulatory requirements and maintain compliance.
Develops and delivers comprehensive training programs including financial aid fundamentals, changes to federal and state regulations and institutional policies, and changes to or reminders of office procedure.
Conducts assessment activities to ensure mastery of required knowledge and skills for existing and new staff.

Administration of Loan Programs
Manages the processing of all types of student loans (federal and private)
Completes the certification for student loan applications
Downloads and transmits student loan files from ELM and COD for student loan disbursement
Coordinates with the Business Office and processes loan disbursements electronically
Sends required disbursement notices to student and parent borrowers
Serves as liaison between lending institutions, student loan servicers, and the Office of Financial Aid
Opens Federal Parent PLUS Loan application on the Federal Student Aid website each summer
Researches and develops new reports/information for students and their parents concerning private loans and outside loans; prepares information for dissemination via email, internet, open houses, etc.
Reconciles loan funds disbursed with the Business Office
Troubleshoots loans not disbursed
Actively resolves loan issues on behalf of students and parents
Notifies lenders of changes to student eligibility and returns unused portions of checks/funds
Develops and coordinates the Entrance and Exit Counseling Programs, informing incoming students of entrance counseling requirements, informing separating students and graduating seniors of the exit counseling requirements, and maintaining accurate documentation of the required exit and entrance counseling for each borrower
Develops and coordinates a process for default prevention of former CNU students
Act as primary contact for all student loan questions
Counsel students, both as first-time borrowers and graduates, in accordance with federal regulations

Financial Aid Advising, Processing, and Outreach
In conjunction with the Director, exercises appropriate professional judgment when appropriate, as described by federal regulations.
May assist in the review and processing of exceptions to regulatory definitions of dependent/independent student status, modification of financial need through adjustments to information reported on the FAFSA or to the student COA, and appeals for failure to meet or maintain Satisfactory Academic Progress standards.
Manages a caseload of students, including but not limited to, special student populations (ex. Community Captains), reviews student applications for accuracy, determines financial need, and awards aid in accordance with applicable federal, state, and institutional policies and regulations.
Provides outstanding customer service while demonstrating patience and understanding for students and families seeking and/or receiving financial aid.
Advises students about financial aid eligibility; application procedures; available financial aid programs; educational costs; and financial management strategies, including loans, financing options, and other financial-aid related matters.
Calculates student award packages utilizing various software programs and federal, state and university resources, including gift aid and self-help aid; maintains compliance with federal and state regulations and the internal policies and procedures of the university, and monitors and verifies information with required documents.
Performs financial aid outreach presentations and workshops within the local community to include but not limited to local public high schools.
Holds FAFSA workshops within the community to assist families with completing the application process for federal student aid.
Performs financial aid and financial literacy presentations on campus.

Accomplishes other tasks and projects as requested by the Director of Financial Aid.
Develops and maintains very positive and professional customer service and/or relations within the office/department and with all constituencies to include students, faculty, staff, guests, and employees.
Demonstrates a positive and professional attitude and treats everyone with dignity and respect.
Fully supports the “Student’s First” value at CNU and routinely goes the extra mile in providing service.
Safety issues are reviewed and communicated and goals are set to ensure a safe and healthy workplace and a reduction in work related absences.
This position is designated as a “responsible employee” who has the authority to redress sexual violence, who has the duty to report incidents of sexual violence or other student misconduct, or who a student could reasonably believe has this authority or duty.
Report work-related incidents within 24 hours according to the procedures established by the university, state and federal guidelines.
Performs other duties as assigned.
Knowledge, Skills, Abilities (KSA's) related to position
Strong administrative and interpersonal relations skills; excellent written and oral communication skills; demonstrated ability to work harmoniously with a wide range of people.
High attention to detail.
Strong management and leadership skills; ability to develop rapport; provide support; train; coach; promote change; manage conflict.
Proven ability to set work priorities, manage multiple projects simultaneously in a fast-paced, hands-on environment while meeting deadlines.
Strong commitment to customer satisfaction.
Ability to partner with others across the organization and externally to exchange information, collaborate on projects, share resources, etc.
Required Education
Master’s degree; or Bachelor’s degree plus work experiences that equates to an advanced degree.
Additional Consideration - Education
Experience Required
Demonstrated experience in a customer service driven environment, including a commitment to the highest level of service.
Experience in a highly collaborative environment, requiring relationship building and information sharing.
Experience interpreting, understanding, and adhering to varying policies and/or regulations.
Demonstrated experience in dealing with complex situations and diffusing customer conflict.
Prior supervisory experience.
Experience in an environment with responsibility for the management of fiscal programs.
Computer proficiency with Microsoft Office suite or similar software.
Additional Consideration - Experience
Increasingly responsible experience in enrollment and student services functional area(s).
Financial Aid compliance and training experience.
Experience processing financial aid requests and reviewing eligibility determinations.
Experience with financial aid software and websites, such as COD, FSA, NSLDS, etc.
Experience interpreting, understanding, and adhering to federal, state, and institutional financial aid rules and regulations.
Demonstrated experience with Banner or another student information system.
Experience with SQL*, Toad, SQL Developer, or an equivalent application.
Data analysis experience.
Experience working at a four-year liberal arts institution.