Asst Director of Compliance and System Operations

Texas A&M University - Victoria•Victoria, TX

1d•Onsite

About The Position

Serve as the functional lead for financial aid within Campus Solutions (PeopleSoft), ensuring accurate system configuration for budgets, packaging, awarding, Pell processing, ISIR intake, and disbursement processes. Collaborate with Campus Solutions and IT teams to design, implement, test, and maintain system configurations and enhancements aligned with financial aid policy and regulatory requirements. Serve as the functional lead and operational liaison for financial aid-related systems and technology platforms, including Campus Solutions (PeopleSoft), scholarship management systems, customer relationship management (CRM) platforms, federal systems, communication tools, and related third-party applications supporting financial aid operations. Coordinate and support system integrations, automated processes, data exchanges, and communication workflows between financial aid systems and institutional technology platforms to ensure operational efficiency, compliance, and data integrity. Collaborate with technical teams to support troubleshooting, testing, reporting, automation, and systems optimization initiatives related to financial aid processing and student services. Oversee and monitor all automated and batch processes, including ISIR imports, checklist assignments, Pell origination and disbursement, COD file exchanges, NSLDS and transfer monitoring, and loan and grant cancellation processes. Ensure compliance with Title IV federal regulations, state financial aid programs, and institutional policies by continuously monitoring regulatory updates and implementing required system and process changes. Develop, implement, and maintain a comprehensive quality control (QC) framework that includes daily, weekly, and term-based reviews of financial aid processes such as packaging, awarding, disbursement, and eligibility determination. Analyze QC results to identify trends, processing errors, and systemic issues; recommend and implement corrective actions to improve accuracy and efficiency. Maintain and update the Financial Aid Policies and Procedures manual, ensuring alignment with current regulations and institutional practices. Develop and maintain detailed job aids and process documentation for all functional areas within the Office of Financial Aid. Coordinate and deliver training programs for financial aid staff, ensuring understanding of systems, compliance requirements, and operational procedures. Track staff training completion and assess effectiveness to ensure consistent application of policies and procedures. Support federal, state, and institutional reporting requirements, including preparation of audits and program reviews, ensuring documentation and processes are audit-ready. Oversee key operational processes such as time-out disbursement monitoring, over-award controls, service indicator management, and automated communication processes. Manage system-generated communications, including award notifications, next-step communications, and listserv messaging. Ensure proper handling and security of sensitive financial aid data, including compliance with federal tax information (FTI) requirements and data security standards. Maintain oversight of electronic equipment inventory and user access, ensuring appropriate tracking and compliance with institutional and regulatory requirements. Serve as a subject matter expert and resource for system functionality, compliance interpretation, and process improvement initiatives across the Office of Financial Aid.

Requirements

Bachelor's degree in a related field.
Progressive experience in financial aid administration.
Demonstrated knowledge of Title IV federal financial aid regulations.
Experience working with enterprise resource planning (ERP) systems, preferably PeopleSoft campus Solutions.
Experience in compliance monitoring, audit preparation, or quality assurance.

Nice To Haves

Experience with financial aid system configuration, functional analysis, systems testing, automation, and technical troubleshooting.
Knowledge of state financial aid programs, including TEXAS Grant.
Experience developing training programs, job aids, and process documentation.
Strong analytical and problem-solving skills with attention to detail.
Experience working collaboratively with technical teams and cross-functional departments.
Experience working with multiple financial aid-related technologies, including student information systems (SIS), scholarship management platforms, CRM systems, document management systems, and federal processing systems.
Working knowledge of coding languages, scripting, databases, or technical query tools such as SQL, Java, XML, Python, PeopleCode, or similar technologies used in higher education systems environments.
Experience developing or supporting queries, data analysis, reporting tools, automation processes, or systems troubleshooting activities.

Responsibilities

Serve as the functional lead for financial aid within Campus Solutions (PeopleSoft), ensuring accurate system configuration for budgets, packaging, awarding, Pell processing, ISIR intake, and disbursement processes.
Collaborate with Campus Solutions and IT teams to design, implement, test, and maintain system configurations and enhancements aligned with financial aid policy and regulatory requirements.
Serve as the functional lead and operational liaison for financial aid-related systems and technology platforms, including Campus Solutions (PeopleSoft), scholarship management systems, customer relationship management (CRM) platforms, federal systems, communication tools, and related third-party applications supporting financial aid operations.
Coordinate and support system integrations, automated processes, data exchanges, and communication workflows between financial aid systems and institutional technology platforms to ensure operational efficiency, compliance, and data integrity.
Collaborate with technical teams to support troubleshooting, testing, reporting, automation, and systems optimization initiatives related to financial aid processing and student services.
Oversee and monitor all automated and batch processes, including ISIR imports, checklist assignments, Pell origination and disbursement, COD file exchanges, NSLDS and transfer monitoring, and loan and grant cancellation processes.
Ensure compliance with Title IV federal regulations, state financial aid programs, and institutional policies by continuously monitoring regulatory updates and implementing required system and process changes.
Develop, implement, and maintain a comprehensive quality control (QC) framework that includes daily, weekly, and term-based reviews of financial aid processes such as packaging, awarding, disbursement, and eligibility determination.
Analyze QC results to identify trends, processing errors, and systemic issues; recommend and implement corrective actions to improve accuracy and efficiency.
Maintain and update the Financial Aid Policies and Procedures manual, ensuring alignment with current regulations and institutional practices.
Develop and maintain detailed job aids and process documentation for all functional areas within the Office of Financial Aid.
Coordinate and deliver training programs for financial aid staff, ensuring understanding of systems, compliance requirements, and operational procedures.
Track staff training completion and assess effectiveness to ensure consistent application of policies and procedures.
Support federal, state, and institutional reporting requirements, including preparation of audits and program reviews, ensuring documentation and processes are audit-ready.
Oversee key operational processes such as time-out disbursement monitoring, over-award controls, service indicator management, and automated communication processes.
Manage system-generated communications, including award notifications, next-step communications, and listserv messaging.
Ensure proper handling and security of sensitive financial aid data, including compliance with federal tax information (FTI) requirements and data security standards.
Maintain oversight of electronic equipment inventory and user access, ensuring appropriate tracking and compliance with institutional and regulatory requirements.
Serve as a subject matter expert and resource for system functionality, compliance interpretation, and process improvement initiatives across the Office of Financial Aid.