Mott Community College Job Description

Transcription

1 Title: Department: Financial Aid Reports To: Executive Director - Financial Aid Date: July 2018 Purpose, Scope & Dimension of Job: Purpose: This position has several critical operational responsibilities to ensure that the College is in compliance with all federal and state laws and regulations, as well as policies and procedures covering financial aid. This position must ensure there is continuous development and implementation of plans and activities that result in long term benefit to the College and students and that policies, procedures and processes are clear, consistent and easily accessible for assigned areas of responsibility. This position must ensure students have access and appropriate sources of financial aid thereby enabling the College to reach its enrollment goals. This position must ensure customer services are fostered in an atmosphere of respect for all students and members of the college community. Scope: Under the supervision of the Executive Director of the Financial Aid Office, serves as the lead financial aid administrator in the absence of the Executive Director. Assists with ensuring that the department is running efficiently and effectively while maintaining compliance with all federal, state and college regulations, laws, and policies and procedures. Oversees default prevention, debt management and financial literacy program. Provides excellent customer services to students, college staff and other constituents and creates strong default management and financial literacy initiatives. Determines individual development plans for staff members and prepares a comprehensive staff training plan for the year. Provides direction for obtaining the appropriate resources needed for attainment of goals. Dimensions: 1. 80% of Mott students receive some form of financial assistance which represents over $60 million annually. 2. Approximately 9,000 students receive $30 million in Pell grants annually. 3. Approximately 6,000 students receive $ 32 million in Federal Student Loans annually. Supervisory Responsibility: Supervises and directs 5 part-time temporary staff and 3 student workers. Essential Duties/Major Accountabilities: Customer Service 1. Direct, plan, establish and implement sound operational strategies to support exceptional customer service. Page 1 of 5

2 2. Create and provide training for the College community on procedures and information changes in a dynamic environment. 3. Train and coordinate the work of the customer service team of the department. 4. Resolve difficult issues regarding student and parent complaints and other matters. 5. Assist the Executive Director with personnel oversight. Provides input and support to Director s efforts in selecting, training and evaluating personnel. Analyzes staffing needs and recommends appropriate staffing levels. 6. Assist with front desk coverage as needed. 7. Provide accurate and helpful information and assistance to students and parents in person, on the telephone and/or through other media channels. 8. Advise students and parents on initial program eligibility and provides information on maintaining eligibility through successful completion. Default Management and Financial Literacy 1. Oversee default prevention and debt management efforts by tracking withdrawals and graduation dates and verifying enrollment status. 2. Communicate effectively and on a timely basis with student borrowers, lender services and guarantee agencies about application status, enrollment status, and default aversion information. 3. Oversee and present workshops and training sessions on financial literacy and loan entrance and exit counseling, and other related outreach activities. 4. Provide information to current and prospective student borrowers on all aspects of the financial aid process. 5. Examines and analyzes Satisfactory Academic Progress Requirement (SAP) records. Operational Duties 1. Meet regularly with leadership team to develop plans that are in line with office goals and objectives. Coordinate activities with inter-college offices (all student success, academic affairs, institutional research, ITS, and marketing) and assigns responsibility to staff to be point of contact for each area. 2. Assist the Executive Director with formulating policies, procedures and processes to improve overall operations. 3. Update staff on new procedures and changes to federal and state financial aid programs. 4. Function as liaison and resource to College personnel and/or external clients. 5. Keep abreast of current trends and practices of assigned area through attending conferences, workshops and informational seminars as well as reading pertinent timely information. 6. Assist in implementation of programs and services that meet the needs of the College s students. 7. Develop detailed reports, analyses and informational marketing pieces. 8. Assist the Executive Director with administrative responsibilities, monitoring of funds, fiscal reporting, and applying policy and procedures. 9. Assist Executive Director with monitoring the departmental budget. 10. Performs other duties, as assigned. Accountability Standards for all Department Staff: Consistent and timely attendance. Page 2 of 5

3 Minimum Required Knowledge, Skills, and Abilities: 1. Bachelor s Degree required. 2. Three (3) years experience in student financial aid, higher education administration or in a related field which requires the interpretation and application of public regulations and policies and one (1) year of supervisory experience; Or, a combination of 5 years of progressively more responsible experience that consists of responsibilities at a senior individual contributor level in student financial aid, higher education administration or in a related field which requires the interpretation and application of public regulations and policies. 3. Ability to communicate effectively both, orally and in writing, with students, college employees, and business partners. 4. Ability to appropriately use and experience with MS Office. 5. Must be able to read, analyze and interpret general business periodicals, professional journals, technical procedures, and governmental regulations. 6. Ability to write reports, business correspondence and procedure manuals. 7. Ability to obtain authorization to National Student Loan Data Services (NSLDS) and other federal financial aid processing sites. 8. Ability to calculate figures and amounts such as discounts, interest and percentages, and be able to apply concepts of basic algebra. 9. Ability to make presentations to the public and internally. 10. Ability to concentrate on task while surrounded by distractions and noise. 11. Must participate in professional development and growth programs. Additional Preferred Qualifications: 1. Master s degree preferred. 2. Knowledge of Colleague, NSLDS, COD preferred. 3. Supervisory responsibility over leadership teams or Assistant Director levels. 4. Financial aid experience in a higher education environment, with knowledge of rules and regulations as they pertain to Federal Title IV funding strongly preferred. 5. Advanced level proficiency in MS Excel. Physical Requirements: 1. Needs to be able to move about the office. 2. Continuously operates a computer. 3. Constantly converses with students and their families regarding the financial aid process. 4. Requires close vision and ability to adjust focus while processing aid forms in hard copy and on computer. Hours/Schedule: Full-time, 40 hours per week/52 weeks per year. In order to meet operational needs, position requires the ability to work a schedule that includes frequent evening hours and frequent weekends. Managers at are accountable for eight key results as follows: Page 3 of 5

4 1. Planning and Execution: Managers are paid to get results through others. They are accountable for the production of others as well as self; they make the right things happen the right way. This includes ensuring that departmental operations are executed successfully and planned results are obtained; delegating appropriately; monitoring activities of subordinates; creating an environment so that subordinates can accomplish their assignments; responding to the needs of the department s clients/customers; conducting necessary planning and organizing efforts, and coordinating and integrating activities and efforts within and outside of their own department. 2. Improvement: Maximizing the performance of their own department. Making the College organization stronger (more efficient, more effective). Providing appropriate leadership to insure that departmental operations are improved; contributing to college-wide improvement efforts. Identifying the need for change (identify goals and objectives); taking initiative; fostering a climate where subordinates generate suggestions for change. 3. Strategic/College Perspective: Incorporating consideration of the broader organizational perspective into tasks and assignments (affirmative action, for example); integrating the interests of stakeholders into planning, decision making and action. Conducting self as a spokesperson for College and as a member of the management team. Work collaboratively with other managers across the organization, subordinating departmental interests to broader College interests when appropriate. 4. Develop Subordinates: Help them to maximize their contribution to the organization and to grow professionally. Take corrective action with subordinates when performance needs improvement. Foster effective teamwork. 5. Relationships and Communications: Build effective relationships both within and outside the department; seek input from and maintain effective ongoing communication with others. Manage conflict to ensure least disruption to organization. 6. Problem Solving/Decision Making: Analyze business problems; create effective solutions; exercise good judgment. 7. Safety: Create a safe work environment; manage risks; reduce exposure to liability. 8. Behavior: Be a role model for subordinates; set the example. Page 4 of 5

5 Signatures: Executive Director - Financial Aid Vice-President - Student Success Services President This job description is intended to summarize the type and level of work performed by the incumbent and is not an exhaustive list of duties, responsibilities and requirements. This section to be completed by a Human Resources representative Employee Group & Grade: S&M / Grade 5 Affirmative Action Group: 13-Acad Support & Student Srv Mgrs Status: OFFICIAL Reviewed by Human Resources: Initials Date Page 5 of 5