Supervising Manager for Professional Schools Financial Aid Programs
Job Summary
Leads the direction, organization, and development of programs supporting graduate and professional programs of study, as well as alternative financing programs. Assumes primary responsibility for managing and planning for such programs in the University Office of Scholarships and Financial Aid (UOSFA). Supports effective management of office, including processing, services, and communications.
Responsibilities
1. ORGANIZATION AND MANAGEMENT OF PROGRAMS
Supervises and directs effective management of designated programs in a manner that ensures full utilization of funding; adheres to relevant rules, regulations, policies, and practices. Ensures appropriate consumer information for designated programs are available to students and colleagues; ensures effective related communications, counseling, and training for students and colleagues. Ensures communications (including rights and responsibilities) to students, families, and colleagues are available and delivered in an accurate, timely, effective, thorough, equitable, and inclusive manner. Ensures programs' policies, procedures, and manuals governing program administration and services are current, accurate, and accessible. Ensures effective advice and counseling are provided for inquiries and recipients. Fosters constructive working relationships with on- and off-campus program partners and colleagues. Ensure award and disbursement records are accurate and all reporting and data submissions are completed accurately and timely; establishes effective schedule for data collection and reporting. On at least an annual basis for each professional school program of financial aid, assesses composition of and need for designated program and utilization; prepares summary of analysis and determines appropriate distribution in collaboration with supervisor and/or Executive Director. Oversees effective execution and maintenance of all contractual agreements and/or memoranda of understanding between the University of Utah and relevant program partners, as necessary. Serves as subject matter expert and lead for designated programs, including required reporting and compliance.
2. SERVICE, PROCESSING, AND COMMUNICATIONS
Effectively advances processing and service workloads including delivery of services and processing; adjusts accordingly in collaboration with fellow managers to ensure balanced, timely, accurate, well-documented, equitable, and inclusive services and processing within established benchmarks. Ensures compliant and timely determination of 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. Monitors and refines relevant policies/requirements to ensure and enhance accuracy, consistency, fairness, and equity. 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.
3. COMPLIANCE AND SUPPORT
Maintains expertise in laws, regulations, policies, procedures, and high impact practices affecting eligibility for and management of designated programs. 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.
4. 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. As necessary, 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. Ensures effective training on professional school financial aid programs for new employees (permanent and temporary, including interns and graduate assistants), as needed.
5. SUPERVISION AND MANAGEMENT
Effectively supervises and manages staff within areas of responsibilities; monitors and ensures overall office operations are functional, accessible, efficient, compliant, and free of conflicts of interest. Assesses needs for training and professional development for staff supervised; ensures and supports effective training and professional development of staff. Routinely and thoroughly reviews, and/or assigns for review, output and reports for accuracy and compliance. Establishes (and monitors) effective timelines/calendars for projects/tasks. Effectively manages priorities and situations affecting programs and operations; Communicates appropriate and timely status updates regarding the designated programs; 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.
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
Master's degree in higher education preferred. Previous work experience administering and managing financial aid programs for students enrolled in professional school programs of study.
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