"Program Manager for Grant Programs & Returns"

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.

Special Instructions

• Requisition Number: PRN44346B
• Full Time or Part Time? Full Time
• Work Schedule Summary: Monday thru Friday; 8:00 - 5:00 with some weekend and evening work as necessary
• Department: 00294 - Financial Aid
• Location: Campus
• Pay Rate Range: $58,300 to $69,657
• Close Date: 5/25/2026
• Open Until Filled:

To apply, visit https://utah.peopleadmin.com/postings/197066