Assistant Director of Financial Aid, Systems Management

Assistant Director of Financial Aid, Systems Management

SUMMARY OF RESPONSIBILITIES

The Assistant Director of Financial Aid plays a crucial dual role within the department. The primary responsibility is managing, optimizing, and maintaining the financial aid technology infrastructure, specifically the PowerFaids database, federal financial aid software, and the seamless integration of these systems with the Jenzabar Student Information System. Secondarily, this position actively participates in general financial aid administration by managing a dedicated caseload of students, providing counseling, and ensuring compliant awarding and communication practices.

ESSENTIAL FUNCTIONS

Primary Responsibilities: Systems & Data Management (60-70%)

• System Administration & Design: Independently analyzes, designs, and maintains the foundational operations of the PowerFaids database, integrating feedback from the financial services team to ensure optimal departmental efficiency.
• Data Integration: Updates and manages all data integration processes. This includes fundamental student data from Jenzabar, and award data with the U.S. Department of Education’s Common Origination and Disbursement (COD).
• Jenzabar Operations: Manages all Jenzabar-specific data processes necessary for the effective integration and daily operation of the PowerFaids software.
• Federal Processing: Oversees the origination, disbursement, and maintenance processes in cooperation with COD using EDconnect software. Investigates and resolves COD rejects specific to disbursements in a timely manner.
• Annual Setup & Automation: Performs all complex processes necessary for the annual Parameter Roll Forward, including analysis, development, and maintenance. Creates and maintains automated tasks in PowerFaids to systematically alert team members of required verification and awarding responsibilities.
• Net Partner Management: Manages the Net Partner student portal in alignment with PowerFaids data fields to ensure students and parents have meaningful, up-to-date access to awards, missing documents, loan history, and the college financing plan.
• Reporting & Compliance: Develops and maintains automated reports to minimize manual data entry and fulfill requirements for audits, executive reporting, and state/federal mandates (e.g., Texas Higher Education Coordinating Board (THECB) FADS).
• System Support Liaison: Works closely with PowerFaids support to resolve technical roadblocks, including data difficulties preventing the disbursement of awards. Serves as a financial aid representative on campus data/integration committees (e.g., JEDI committee).

Secondary Responsibilities: Financial Aid Administration & Caseload Management (30-40%)

• Student Caseload Management: Administers financial aid processes for a designated caseload of students. Counsels students and families on aid eligibility, application procedures, and financial planning.
• Disbursements & Reconciliation: Retrieves files from platforms like MoveIt and ElmOne to process alternative loan disbursements. Performs monthly reconciliation of federal and state awards (Pell, TEG, FSEOG, Federal Stafford Loans, CAL, etc.).
• Student Communications: Maintains the automation of critical student communications, including award notifications, disbursement alerts, and missing information letters.
• Separation of Duties Compliance: Adheres strictly to the Code of Federal Regulations (34 CFR § 668.16 Section c, items 1-2); the Assistant Director will not manually increase or reduce award amounts for any student in their caseload for whom they will be processing disbursements.
• Records Management: Assists counselors in migrating hardcopy, faxed, or emailed documents into NetPartner to establish and maintain a completely electronic, paperless file system.
• FERPA & Privacy: Complies rigorously with FERPA requirements, maintaining the highest level of confidentiality concerning all student and institutional data.

Other duties as assigned.

EDUCATIONS, EXPERIENCE AND SKILLS REQUIRED

• Bachelor’s Degree required.
• Minimum of 3 years of direct experience working in financial aid administration.
• Previous experience working in higher education is strongly preferred.
• Proven experience in data management and data analysis.