Assistant Director of Financial Aid Processing

Ivy Tech Community College•Indianapolis, IN

43d•$54,000 - $60,000

About The Position

The primary function is to manage, complete, and distribute the daily tasks of the Financial Aid Processing Center. Creates a positive environment and completes tasks that are required on a student's account in order to establish their financial aid package. This position assists campuses with in-depth processing questions, escalated account issues, and complex errors on student files. The position is responsible for ensuring that student files are processed in a timely manner and that student accounts are in accordance with federal and state regulations and institutional policy and procedures. This position also assists with questions from the financial aid processors and performs training to processing staff on a variety of financial aid topics. This is not to be construed as an exhaustive list. Other duties logically associated with this position may be assigned. All responsibilities will be conducted within the parameters of the Family Educational Rights and Privacy Act (FERPA), other applicable regulatory requirements, and professional standards.

Requirements

Associates Degree required, Bachelor's Degree preferred.
Must have at least two year of relevant experience demonstrating leadership qualities and a customer-service focus.
Must not be in default on an education loan or in overpayment of a federal grant or loan.
Banner experience or the demonstrated ability to learn this software system required.
Strong understanding of database management and Microsoft Office required.
Must demonstrate strong organizational skills and attention to detail.
Outstanding interpersonal skills required.
Must have ability to work in a self-directed team environment.
Excellent written and verbal communications required.
Must have knowledge of financial aid regulations, and processes.
Excellent interpersonal skills and the ability to work with college departments to obtain and maintain accurate information for callers required.
Must demonstrate ability to promote an inclusive environment that reflects the broad diversity and backgrounds represented by our students and employees and which every individual feels respected and valued.
Ability to set priorities, manage time effectively, handle multiple responsibilities simultaneously, and demonstrated ability to work with a diverse student population in a fast-paced environment required.
Must possess demonstrated leadership qualities.
Financial Aid knowledge and experience with financial aid information systems required.

Responsibilities

Determine daily priorities, anticipated workload and distribute daily tasks for Financial Aid Processing Center.
Research and answer escalated questions from staff, faculty and administration via tickets, instant messages and email. Communicates as needed with external agencies through answering inquires and respond appropriately to faculty, staff and other agencies and partnerships that collaborate with the institution.
Organizes and conducts financial aid training for financial aid processing staff.
Works with Financial Aid Systems Office team and IT for process improvements.
Research and answer escalated questions from staff, faculty and administration via help tickets, instant messages and email. Answer inquires and respond appropriately to faculty, staff and other agencies and partnerships that collaborate with the institution.
Review and maintain student financial aid accounts with accuracy and completeness by monitoring financial aid awards and reports regularly; analyzing data from those reports, identifying problems through internal audits and recommending solutions based on best practices.
Assist with R2T4 calculations and reviews.
Maintain accurate, auditable and complete student financial aid records.
Process applications and other materials related to financial assistance, including Student Aid Reports (SAR), student/parent loan applications, financial aid transcripts, verification of information and certification of student eligibility and other forms of financial aid application materials as needed.
Pull and complete loan error reports, review the loan errors and determine appropriate action required as needed.
Review accounts with holds: TA (Transfer Alert) holds and compare with information on NSLDS, adjust aid as needed. Review GL (Grad Level) holds to determine if student is eligible for the loan amount posted, adjust accordingly. OA (Over award) and over need issues. Adjust accounts to keep file in compliance with Federal/State regulations.
Resolve C-Flags on student accounts (Loan Defaults, Citizenship, DD214, Loan limit, etc.) as needed by pulling and completing C-Flags reports to resolve C-Flags conflicts that exist on student accounts.
Maintain contact with agencies regarding financial aid requirements and issues with student eligibility status, while following FERPA guidelines.
Assist with pulling and reviewing loan not originating report, review account using checklist and determine why a loan is not creating, as needed. Resolve issue on account that is preventing certification.
Serve as a point of contact in the absence of the Director and the Processing Assistant Director Leads. Serve as a backup for providing direct support for answering escalated questions and issues from financial aid Processors. Assist in identify training needs, communicate to the director and assist in coordinating and implementing trainings.
Participates in team projects in the management and administration of all financial aid programs for students, including staff and resource management, audit reports and program reviews, compliance with college and funding agency requirements, processing of financial aid disbursement authorizations, maintenance of financial aid database, reconciliation of financial aid data, communicate to students account changes or issues with documentation, and assist with the development of financial aid policy and procedures the ensure compliance with federal and state regulations.
Organize resources and initiate actions within established guidelines to achieve departmental objectives. Provide recommendations/decisions that may affect activities, programs, groups and/or departmental objectives.
Provide ongoing troubleshooting with internal and external customers to maximize customer service.
Provide training, audit and update assistance for the Processing Team's R2T4 functions. Development of SOP and training staff is ongoing process, review accounts with Processors to ensure they understand appropriate way to complete a process.
Assist with the quality and consistency of department operations.
Review and update financial aid data in Banner, COD/FAA/NSLDS.
Process information that is confidential in nature.