"Director of Financial Aid"

Position Title: Director of Financial Aid

Department: Financial Aid

Reports to: Vice President of Enrollment Management

Prepared By / Date: Laura Lochner, Human Resources / updated 04-12-2023

Approved By / Date: MLC Administrative Council / 03-04-2002

FLSA Status: Exempt

FTE 1.00 FTE – Regular Full-time

Pay Grade: 34

SUMMARY

The Director of Financial Aid manages and administers all aspects of the Financial Aid program, as it pertains to federal, state, military and institutional financial aid funds and services. The individual will perform standard financial aid duties such as needs analysis, financial aid budgetary input and oversight, verification, federal, state and alternative loan processing scholarship consultation with internal departments, disbursement of award funds, federal, state and annual audits, and satisfactory academic progress monitoring.

ESSENTIAL DUTIES AND RESPONSIBILITIES

The responsibilities and duties of the position shall include, but are not limited to, the following:

• Communicate effectively via phone, email, and in-person.
• Coordinate and manage all financial aid programs, ensuring compliance with all federal, state, military, and institutional financial aid regulations.
• Monitor, approve, and/or revise financial aid packaging for qualified applicants in accordance with federal, state, institutional, and other policies and procedures.
• Counsel and advise students and parents regarding financial needs.
• Develop, implement and revise policies and procedures to ensure compliance with federal and state laws, regulations and college policies related to financial aid and scholarships.
• Perform the Satisfactory Academic Progress (SAP) and Return of Title IV Funds processes.
• Oversee coordination of student loan processing, process Title IV refunds and repayments, including U.S. Department of Education, Minnesota Office of Higher Education National Student Loan Data System notifications, and oversee the Direct Loan, Pell, and Minnesota State Grant reconciliation process.
• Serve as the school’s military benefits School Certifying Official.
• Work with the Financial Services and IT Services to ensure accurate and timely exchange of information between school information systems.
• Maintain, research, and submit information regarding the financial aid budget as needed.
• Develop, modify, implement and maintain the student application intake and tracking process for proper documentation of all awards for audit satisfaction.
• Maintain fund control records in accordance with funding level limitations.
• Complete federal, state, military, and institutional reports and applications for funding.
• Coordinate internal reconciliation efforts and report to reviewing entities, such as auditors, program reviewers, and accreditation teams.
• Maintain current knowledge of college financial aid policies, procedures, and programs, and attend trainings/conferences as necessary to keep knowledge current and to network with professionals in the field.
• Chair the Martin Luther College Financial Aid Committee and seek its assistance with policy decisions, special scholarship awards, and appeals related to SAP, special circumstances, and other financial aid requests.
• Develop and conduct financial aid presentations and participate in outreach activities as able, such as New Student Outreach, High School Outreach, financial aid workshops, etc.
• Develop, design, revise, and update all publications (website, college catalog, and other media) relating to financial aid, such as financial aid applications, forms used for tracking applications, correspondence forms, and brochures.
• Facilitate coordination and communication between respective college departments as they relate to the Financial Aid Office’s role in creating a positive educational experience for students.
• Integrate efforts to maximize Financial Aid’s role in recruiting and retention.
• Partner with Human Resources in the hiring of student employees and part-time employees.
• Schedules all employees with consideration for vacation and sick leave to ensure department performance.
• Monitors and counsels employees regarding performance management.
• Supervises switchboard and receptionist services.
• Lead, direct, supervise, and work alongside employees and student employees, while providing assistance, education and training.
• Conduct staff meetings, share information as appropriate, promote the development of ideas for improved service and efficiency, and encourage teamwork.
• Conduct other job-related duties and functions as assigned.

SUPERVISORY RESPONSIBILITIES

This position supervises departmental workers including the Financial Aid Operations Assistant, Financial Literacy Coordinator, Administrative Receptionists, and student workers, while following policies and procedures, and maintaining standards, efficiencies, and quality of work.

QUALIFICATIONS AND CORE COMPETENCIES

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Although not required, preference may be given to an active member of the Wisconsin Evangelical Lutheran Synod or the Evangelical Lutheran Synod.
• A deep commitment to the mission and core values of WELS and Martin Luther College and an ability to apply that commitment in the performance of daily responsibilities.
• Ability to represent Martin Luther College in a friendly and professional manner, as an effective and experienced written and oral communicator, and with customer service and helpfulness to faculty, staff, students, prospective students and their families, congregations, schools, local businesses, the community, and the general public.
• Excellent interpersonal, analytical, and organizational skills with strong attention to detail and
• time-management skills to meet deadlines.
• Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form, including problem-solving skills.
• Ability to handle confidential information appropriately while abiding by privacy laws.
• Exemplify ownership of and demonstrate pride in the fulfillment of responsibilities and tasks including the initiative, innovation, and proactive leadership in developing and implementing appropriate goals.
• Ability to work independently and cooperatively in a team environment by managing multiple tasks simultaneously.
• Ability to use appropriate levels of sound judgement with independent decision-making.
• Ability to listen with attention and empathy, to be thoughtful, to discern people’s feelings, motivations and needs but be decisive.
• Ability to assess the aptness and potential of prospective students with strong listening skills.
• Ability to develop a strong rapport with potential students, current students, faculty and staff.
• Maintain proficiency as needed and approved by attending trainings, reading job-related materials, and networking with others in the financial aid field.
• A willingness to pursue additional training and remain current in the financial aid field.
• Ability to supervise and manage direct reports and student workers effectively in a manner, which encourages excellence and supports the growth of those who are being supervised.
• Exhibit a friendly, outgoing and positive demeanor with strong communication skills, and the capability of public speaking to large and small audiences.
• Excellent skills and proficient experience with PowerFaids, financial aid software, web applications, social media tools, Google programs, database management, and Microsoft Office Suites including Word, Excel, PowerPoint, Access and Publisher.

EDUCATION AND/OR EXPERIENCE

• A bachelor’s degree in finance, accounting, business management or related field, is required.
• Minimum of four years related experience, or the equivalent combination of education and experience.
• Strong knowledge of federal financial aid programs and recordkeeping requirements, higher education processes and trends, data processing and computer applications, or the ability to obtain.
• Strong understanding of financial counseling and accounting principles and practices is preferred.
• At least three years of supervisory experience is preferred.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to communicate, and talk or hear, and remain stationary such as sitting and standing for periods of time. This individual is frequently required to use hands to finger, handle, or feel, manipulate objects, tools, or controls. The employee is occasionally required to reach with hands and arms, bend, and kneel. The position requires minimum mobility and minimum physical exertion. Duties involve moving materials weighing up to 20 pounds on a regular basis and up to 40 pounds on an occasional basis. Manual dexterity and coordination are required over 90% of the work period while operating equipment such as phones, computer, computer keyboard, mouse, and similar office and classroom machines. The position requires vocal communication by means of the spoken word, and hearing is required to perceive information. Specific vision abilities required by this job include close vision, depth perception, and the ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually low. Occasional travel, irregular hours and evening and weekend hours may be necessary. This position is authorized for telecommuting beyond regularly stated office hours. This position is not authorized for permanent telecommuting. This position may apply for short-term telecommuting during regularly stated office hours with consideration for essential in-person responsibilities. This position requires the campus extension to be call forwarded to the corporate cellphone assigned to this position.

COMPENSATION

Salary is negotiable and commensurate with responsibilities and experience. This is a 1.00 FTE, year-round, exempt salaried position with benefits. This position is provided a corporate cellphone.