Job Summary
Manages federal, state, and third-party grant programs, as well as the return of Title IV funds (R2T4) processes. Assumes primary responsibility for management of such programs and processes in the University Office of Scholarships and Financial Aid (UOSFA) and coordinates with partner offices. Supports effective management of office, including processing, services, and communications.
Responsibilities


PROGRAM MANAGEMENT AND DEVELOPMENT
Manages designated programs and processes in a manner that ensures institutional compliance, program intent and goals, and full utilization of funding; adheres to relevant rules, regulations, policies, and practices
Ensures appropriate consumer information for designated programs/processes is available to students and colleagues; ensures effective related communications, counseling, and training for students and colleagues
Communicates policies and procedures (including rights and responsibilities) to students, families, and colleagues in an accurate, timely, effective, thorough, equitable, and inclusive manner
Regularly revises, updates, and distributes manual(s) to ensure awareness of applicable and regulations, policies, and procedures, as well as rights and responsibilities (for students and colleagues)
Ensures effective advice and counseling provided for inquiries and recipients
Fosters constructive working relationships with on- and off-campus program/process partners and colleagues
Ensure award and payment records are accurate and all reporting and data submissions are completed accurately and timely
On at least an annual basis, assesses composition of and need for designated programs and their utilization; prepares summary of analysis and determines appropriate distribution in collaboration with supervisor and/or Executive Director
Serves as subject matter expert and lead for designated programs


SERVICE, PROCESSING, AND COMMUNICATIONS
Supports and assists as needed timely, accurate, and effective services, processing, and communications, including, but not limited to:
Monitors and adjusts, as appropriate, student financial aid awards to ensure eligibility compliance as well as timeliness and accuracy of authorized payments
Effectively advances processing and service workloads including delivery of services and processing; adjusts accordingly in collaboration with managers to ensure balanced, timely, accurate, well-documented, equitable, and inclusive services and processing within benchmarks established by supervisor and/or office management team
Determines eligibility for scholarships and financial aid, including types and amounts to be awarded or adjusted, in accordance with established federal and university standards and guidelines
As needed, applies verification and appeals policies/requirements accurately, consistently, fairly, and equitably
Professionally addresses and works toward resolution of complex or novel situations encountered in processing and service work of office
Ensures professional delivery of services, including maintenance of data/information security, privacy, and confidentiality
Follows appropriate records management procedures and complies with recordkeeping and archival requirements
Completes multiple complex reports used to monitor and assure service and processing benchmarks, as well as accuracy of eligibility and payments


COMPLIANCE AND SUPPORT (15%)
Maintains expertise in laws, regulations, policies, procedures, and high impact practices affecting eligibility for and management of designated programs/processes
Monitors eligibility determinations for designated programs to ensure they are accurate and reasonable, and that adjustments are made appropriately and timely; ensures maintenance of thorough documentation of eligibility determinations, compliance, adjustments, and all related transactions for purposes of audits and program reviews
Maintains access to and a working knowledge of relevant internal and external systems
Ensures clear and accurate documentation of transactions, conversations, and interactions affecting student eligibility and/or compliance with applicable policies
Adheres to all statutory, regulatory, and policy guidance, including office policies and procedures
Maintains privacy and confidentiality of student and family data and information
Maintains security of student records and related information
Actively participates in and contributes to overall office effectiveness


TRAINING AND PROFESSIONAL DEVELOPMENT; PROFESSIONALISM
Maintains current knowledge of policies, rules, regulations, technical standards, and high-impact practices associated with administering and delivering federal, state, institutional, and private programs, including associated systems and emerging technologies
Actively participates in professional meetings, conferences, and workshops; meets and communicates clearly with colleagues in similar positions/roles; researches industry practices; shares resulting knowledge and research with management and staff in order to serve well the students and the institution
Participates in approved professional development activities in coordination with supervisor
Ensures area policies and procedures are current and accurate; Provides clear and accurate documentation of transactions, conversations, interactions, and edits to records affecting student eligibility and/or compliance with applicable regulations, statutes, and/or policies
Assists with financial aid outreach events, delivering information and responding to event questions accurately, timely, completely, and professionally
Maintains professional appearance and demeanor, including when engaging students, families, colleagues, and members of the public
Collaborates with other employees on office committees regarding policy, procedures, and training opportunities
Assists in training new employees (permanent and temporary, including interns and graduate assistants), as needed


GENERAL MANAGEMENT
Effectively manages areas of responsibilities and partners in monitoring and assurance that overall office operations are functional, accessible, efficient, compliant, and free of conflicts of interest
Routinely and thoroughly reviews output and reports for accuracy and compliance
Follows established timelines/calendars for projects/tasks
Routinely informs supervisor and management team of status updates regarding the designated programs/processes; advises management of anomalies, trends, or patterns affecting student and program eligibility
As needed, serves on and/or oversees various office committees, which may include such functions as communications plan, appeals processes, outreach, personnel, forms and publications, etc.; position may also be asked to serve on Enrollment Management and/or University committees
Maintains effective working relationships and serves as a resource regarding scholarship and financial aid issues, policies, and procedures
Performs other duties as assigned by supervisor and/or Executive Director, including providing assistance in other areas within UOSFA during peak or seasonal periods for processing and service
This job description is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to the job.

Minimum Qualifications
Bachelor’s degree in a related area or equivalency (one year of education can be substituted for two years of related work experience). Four to six years of progressively more responsible management experience. Background knowledge of hiring department’s area of specialization in order to analyze, plan and draw conclusions for recommendations to superiors. Demonstrated leadership skills in planning and directing employees and processes in order to effectively monitor and develop subordinates and to ensure the smooth operation of department. Completion of provided supervisory training within one year of employment may be required. Master’s degree in a related area may be preferred.

Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description.
Preferences
Prefer previous work experience in a higher education setting. Also preferred is the ability to effectively manage complex federal, state, and institutional programs, as well as the demonstrated ability to work with and serve well a diverse population of students.