Staff Specialist Iv, Higher Education

State of Maryland•Baltimore City, MD

2d•Onsite

About The Position

The Associate Director – Operations performs advanced professional and managerial work providing specialized operational, fiscal, and programmatic oversight for State student financial aid programs within the Office of Student Financial Assistance (OSFA). The main purpose of this position is to manage and direct operational, fiscal reconciliation, institutional coordination, and system access functions for the Office of Student Financial Assistance (OFSA) within the Maryland Higher Education Commission (MHEC). This position operates under the general direction of the Deputy Director and Executive Director and is responsible for ensuring the accurate administration, financial integrity, and operational compliance of State student financial aid programs. The position oversees program operations, monitors reconciliation of State financial aid funds, coordinates recovery of funds from institutions when required, serves as liaison between OFSA and the MHEC Finance Office, and manages operational oversight of the Maryland College Aid Processing System (MDCAPS), including coordination of external entity system access. The position exercises independent judgment in implementing operational procedures, resolving fiscal and institutional issues, and coordinating cross-divisional activities necessary for program administration. This position supports the mission of the Maryland Higher Education Commission by ensuring State financial aid resources are administered efficiently, equitably, and in compliance with State law, regulations, and fiscal controls so that eligible Maryland students can access postsecondary education opportunities. Through operational leadership, financial accountability oversight, institutional coordination, and statewide systems management, the position contributes to maintaining program integrity, safeguarding public funds, and supporting effective delivery of student financial assistance programs.

Requirements

A Master's degree or at least 36 hours of equivalent post-baccalaureate course work from an accredited college or university.
Four years of administrative or teaching experience in post-secondary education programs.
Candidates may substitute two additional years of experience in post-secondary education for the required education.

Nice To Haves

Master’s degree in public policy, business administration, information systems, data analytics, higher education administration, or a related field.
4 years of directly related work experience working with financial aid programs, higher education data systems, or state/federal reporting requirements.

Responsibilities

Directs and coordinates operational activities of the Office of Student Financial Assistance to ensure effective administration of State financial aid programs in compliance with Maryland law, regulations, and agency policies.
Develops, implements, and monitors operational procedures, workflow processes, and internal controls to improve efficiency, accuracy, and program accountability.
Oversees daily operational functions including processing coordination, award workflow oversight, institutional communications, and operational issue resolution.
Supports operational oversight of MDCAPS workflows including institutional participation management and system reporting coordination.
Establishes performance metrics and monitors operational outcomes to ensure program goals and service standards are met.
Oversees reconciliation of State financial aid funds across programs to ensure expenditures align with appropriations, awards issued, and institutional disbursement reporting.
Directs review and resolution of financial discrepancies involving student awards, institutional submissions, and program balances.
Coordinates and monitors recovery of funds from institutions when overpayments, audit findings, reporting errors, or unearned funds are identified.
Ensures proper tracking, documentation, and follow-up of returned funds and required adjustments in coordination with fiscal and program staff.
Reviews reconciliation reports to verify compliance with State fiscal control requirements.
Serves as primary operational liaison between OFSA and the MHEC Finance Office regarding program expenditures, payment processing, reconciliations, fiscal reporting, and budget monitoring.
Collaborates with finance personnel to resolve accounting issues, payment discrepancies, and fund allocation questions.
Coordinates preparation of fiscal documentation required for audits and reporting cycles and facilitates communication between program leadership and financial management staff.
Supervises professional and administrative staff responsible for operational processing, reconciliation support, institutional coordination, reporting functions, and system-related activities.
Assigns work, establishes priorities, evaluates performance, and provides training and technical guidance.
Ensures staff adherence to agency procedures and quality standards.
Provides operational guidance to Maryland colleges and universities regarding financial aid program requirements, reporting responsibilities, reconciliation expectations, MDCAPS usage, and corrective actions.
Oversees institutional compliance monitoring related to disbursement reporting, fund usage, and repayment obligations.
Coordinates resolution of institutional issues involving reporting errors, delayed submissions, or program compliance concerns and supports development of institutional training materials and guidance documentation.
Coordinates and oversees external entity access to the Maryland College Aid Processing System (MDCAPS) for participating institutions, State partners, and authorized organizations.
Reviews and validates access requests to ensure compliance with security protocols, data privacy requirements, and agency authorization procedures.
Serves as operational point of contact for institutions and external users requiring system access or permissions adjustments.
Collaborates with IT staff and program leadership to ensure proper user role assignment and adherence to system governance procedures.
Assists in development of MDCAPS access procedures and monitors access activity to address discrepancies or security concerns.
Assists leadership in developing operational policies, procedures, and administrative guidance supporting State financial aid program implementation.
Evaluates existing processes and recommends improvements based on regulatory changes, audit findings, or operational analysis.
Participates in cross-divisional initiatives to improve program delivery systems and service quality.