Title: Director - Financial Aid Office Department: Student Success Reports To: Vice President of Student Success Date Prepared/Revised: February 9, 2010 / March 25, 2013, November 15, 2017 Purpose, Scope & Dimension of Job: Purpose: Managers at Mott Community College are accountable for eight key results as follows: 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 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 1 of 6
Purpose: This position has several critical operational responsibilities, to ensure that: 1. The College is in compliance with all federal and state laws and regulations, as well as policies and procedures, covering financial aid. 2. 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. 3. Students have access and appropriate sources of financial aid thereby enabling the College to reach its enrollment goals. 4. Customer service is fostered in an atmosphere of respect for all students and members of the college community. 5. As a member of the Student Success Team, all actions are supportive of enrollment management and retention goals. Scope: Direct financial aid strategies that are consistent with the student success objectives of the College, within the framework of federal and state laws and regulations. Administers financial aid and financial literacy programs that support and partner with the enrollment management team in the recruitment and retention of students through appropriate awarding strategies. Establishes and maintains a service-oriented financial aid team that is committed to creating an excellent student experience. Ensures accurate and secure student financial data, while maintaining confidentiality of records. Provides timely information to students and families and serves as the chief compliance officer for Title IV federal and state financial aid regulations and provides demonstrated leadership in the use of new and existing technology. Dimension: 80% of Mott students receive some form of financial assistance which represents over $60 million annually. Approximately 9,000 students receive $30 million in Pell grants annually. Approximately 6,000 students receive $ 32 million in Federal Student Loans annually. Supervisory Responsibility: Provides supervision and direction to over 16 individuals including one administrative assistant, five - ten Pro Tech staff members, seasonally temporary staff members and contractors based on workload. Essential Duties/Major Accountabilities: A. Operational Duties 1. Direct, plan, establish and implement sound operational and organizational plans to support student success. 2. Formulate policies, procedures and processes to improve overall operations. Develop short- and long-range plans. Perform needs assessment and evaluate effectiveness of current systems, Page 2 of 6
programs and activities. Use state-of-the-art technology in the delivery of services and programs that meet high customer satisfaction levels. 3. Serve on College-wide task forces, committees and meetings. Function as liaison and resource to College personnel and/or external clients. Keep abreast of current trends and practices of assigned area through attending conferences, workshops and informational seminars as well as reading pertinent timely information. 4. Perform financial management function. Direct, plan and oversee the office budget preparation process. Oversee, review, monitor and approve revenues and expenditures. Monitor compliance with College policy and possible contractual agreements. 5. Perform personnel management function. Establish organizational plans to meet operational mission and objective. Direct and oversee selection, training and evaluation of personnel. Ensure internal practices are in compliance with College practices. Analyze staffing needs and recommend appropriate workforce levels. Evaluate progress of work in department. Institute changes to achieve operational efficiency. Maximize productivity with available human and other resources. 6. Develop a variety of detailed reports, analyses and informational pieces. B. Financial Aid Duties 1. Ensure the integrity and regulatory compliance of all federal and state financial aid programs... 2. Adhere to FERPA regulations as they pertain to maintaining the security and confidentiality of all student records, as well as maintain the confidentiality of other documents. 3. Stay informed and current regarding regulatory changes, internal and external process updates and best practices in financial aid delivery to positively affect enrollment and student success, and execute appropriate action plans. 4. Design and implement quality control systems to continuously test that the FAO is complying with federal and state regulations, and all College policies and procedures, while delivering student-centered services. 5. Oversee functions related to funds management, packaging, awarding, delivery, return of funds, communications (including the FAO website) and financial aid advising. 6. Ensure that all federal, state and institutional student aid reports, including but not limited to, the Fiscal Operations Report and Application to Participate (FISAP), Program Participation Agreement, are accurately completed and submitted on time. 7. Assist with audit preparation and provide information to the auditors, as requested. 8. Perform financial management functions for federal, state and institutional awards. Monitor spending to assure full use of aid sources. 9. Review, streamline and improve the processing of financial aid utilizing the College s enterprise resource planning (ERP) software (Ellucian/Colleague). Continue to identify state-of-the-art external recording and reporting systems and integrate into the College s ERP software. 10. Develop, implement and maintain a proactive student-centered customer service approach for the delivery of financial aid services to all student populations at multiple locations; this includes delivering quality customer servicers to external as well as all internal constituents in a professional, helpful and courteous manner. 11. Maintain sensitivity, understanding and respect for a diverse academic environment, inclusive of students, faculty, and staff and external constituents of varying social, economic, cultural, ideological, and ethnic backgrounds. Page 3 of 6
12. Make presentations to groups, both internal and external constituents, and in conjunction with Admission, develop materials and conduct Financial Aid nights at high schools. 13. Direct, plan and control communications strategies designed to inform and educate students about important aspects of financial aid services and responsibilities. 14. Initiate and collaborate with other offices to assure system integration, adapt to the changing environment and contribute to the achievement of the common goal of customer service. 15. Other duties as assigned by the Vice President of Student Success and Enrollment Management. Minimum Required Knowledge, Skills, and Abilities: 1. Bachelor s degree with a major in business, finance, public administration, student personnel services or a related degree from an accredited institution of higher education. 2. Five (5) or more years of progressively responsible experience, including three (3) or more years in a supervisory role, in a student-centered, service-oriented financial aid office. 3. Proven knowledge of Title IV federal financial aid regulations, state grant financial aid regulations and federal financial needs analysis. 4. Experience with enterprise-wide information systems database. 5. Ability to incorporate financial aid leveraging and other strategies to impact the overall enrollment management and student success goals of the College. 6. Student outreach experience and the ability to communicate with a diverse group of students and parents and other internal and external constituents regarding financial aid, as is a demonstrated ability to establish and maintain effective working relationships across departments and with all constituent groups. 7. Computer proficiency in Microsoft Word, Excel and the Internet. 8. Demonstrated ability to create and manage spreadsheets and databases and to utilize data to make informed decisions. 9. Demonstrated evidence of strong leadership and management skills. 10. Strong organizational skills, detail oriented and customer service focus. 11. Excellent communication skills (oral and written) in all media (e.g., phone, face-to-face, email, text and live chat) required to effectively interact with students, the general public, and the College community. 12. Knowledge of FERPA, Student Right to Know, Patriot Act, Solomon Amendment and other legislation related to student records. 13. Ability to perform in a fast paced environment and to motivate others in team environment. 14. Knowledge of and experience using the Federal Financial Aid electronic processing programs. Additional Preferred Qualifications: 1. Familiarity and experience with Ellucian/Colleague. 2. Experience in, and appreciation for, a collective bargaining environment. Examples of Work Assignments: 1. Plan and implement strategic objectives for Office of Financial Aid, working with Student Success departments, and accounting to maximize effort and desired outcomes. Page 4 of 6
2. Interact with college community to further understanding of the awarding and intricacies of Federal Student Aid. 3. Plan and direct annual system set-up to generate award letters to new and returning students by established deadline. 4. Complete the FISAP report each year assuring accurate reporting of financial aid awards and applying for future year funding. 5. Prepare monthly report for Vice President including analysis of aid distributed to date with forecasting of future aid distribution. 6. Problem-solve with parents and students while maintaining student record confidentiality as outlined under FERPA. 7. Maintain integrity of student records. Physical Requirements: 1. Must be able to remain in a stationary position most of the time, primarily while meeting face to face with students. 2. Occasionally moves boxes and files up to 15 pounds. 3. Occasionally move about inside the office to access file cabinets, office equipment, etc. 4. Frequently operates a computer. Hours/Schedule: Full-time position. As a manager, this person must work the hours necessary to fulfill the functions and roles of this position. Schedule will occasionally include evenings and weekends, particularly during peak registration periods in fall and winter. Page 5 of 6
Signatures: Vice President of Student Success and Enrollment Management Employee 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 7 Affirmative Action Group: 13 (Academic Support and Student Service Managers) Status: OFFICIAL Reviewed by Human Resources: Initials Date Page 6 of 6