Associate Director of Financial Aid Operations

Provide leadership for Grand Rapids Community College Financial Aid operations to ensure institutional compliance with Federal regulations, and lead the effective and efficient delivery of student financial aid resources and services. Responsible for the development, management and oversight of policies and procedures related to delivery of student financial aid. Provide supervision for the Coordinator of Scholarships and State Financial Aid, Financial Aid Technicians, the Loan Specialist, and contingency employees as necessary. This team will be responsible for the processing of federal, state, and institutional grants, scholarships, work study awards, and loans in compliance with federal and state laws/regulations.

Directly supervises the Coordinator of Scholarships and State Financial Aid, Financial Aid Technicians, the Loan Specialist, and contingency employees as necessary.

Requisition ID: 763
Department: Financial Aid
Employee Group: Professional, Management and Administration
Schedule: 40 hours/52 weeks
Compensation: AM1 - $56,256 Annually
Benefits: Full-time
Reports to: Executive Director of Financial Aid
Posting Opens: 01/14/2025
Posting Closes: 01/28/2025

ESSENTIAL FUNCTIONS

• Lead the analysis, oversight and implementation of technologies to improve the effectiveness and efficiencies of the processes to deliver, package, monitor, and report student financial aid.
• Responsible for documentation of all financial aid policies and procedures related to compliance with federal and state regulations. This responsibility also includes providing leadership for staff related to the impact of federal and state regulations on the operational processes to assure compliance with all federal and state regulations. This leadership would include both formal and informal communication and training for staff.
• Manage staff and provide leadership in the processing operations of the financial aid programs (Federal Direct Loan Program, Parent Loan Program, Alternative Loan Programs, Pell Grant, Scholarships and other grant programs).
• Ensure that GRCC policies and procedures are compliant for and calculations performed for Federal Return of Title IV calculations, adjusting student awards and accounts, and report federal overpayments to the NSLDS in accordance with required timelines.
• Develop GRCC policies and procedures for awarding financial aid to job training programs. Manage the awarding of financial aid to the job training students (i.e., clock hour programs). Since these are non-credit programs, management of these programs requires an understanding of federal regulations governing clock hour programs and all the complexities involved.
• Lead the implementation of information technology enhancements and new resources within the Oracle PS Student System that comply with federal financial aid regulations and improve the student experience by providing greater communication and access to financial aid information and resources. This is done in collaboration with Information Technology staff and Financial Aid Functional analysts.
• Supervise the e-document system StudentForms by CampusLogic. This responsibility includes ensuring that all ISIR verification documents and C-codes and reject codes are appropriately noted on StudentForms for students to submit. It also includes ensuring that documents submitted by students meet federal and/or state requirements.
• Assist the Executive Director of Financial Aid in annual audits and program reviews that are requested by the US Department of Education, the State of Michigan, or by Executive Officers of GRCC through the compilation of institutional data and reports to demonstrate adherence to complex compliance regulations and frequently issued Federal Dear Colleague Letters.
• Oversee enrollment cancellation, verification and other document processing activities to ensure that students are correctly held and retained during the payment process.
• Plan, collaborate and participate in the development of processes related to hiring, performance objectives, and corrective measure procedures that move the financial aid department to meet department, division, and college goals.
• Persons in this role are identified as a Campus Security Authority (CSA). CSA’s will be trained and responsible for reporting Clery Reportable Crimes to Campus Police as required by the Clery Act.
• Serve on College/departmental committees as needed.
• Attend professional development conferences, seminars and workshops in order to stay abreast of current regulations, trends and best practices in the student financial aid industry.
• Foster and promote practices which support the vision of a fully integrated enrollment management model in an effort to create a seamless, student service experience
• Assist Executive Director of Financial Aid with other duties as assigned
• Counsel students on financial aid issues as needed (marginal duty)
• Regular attendance during normal scheduled hours is required. Being present is essential for serving customers and performing the essential functions of this position.

JOB SPECIFICATIONS

Educational Credentials

• Bachelors Degree required
• Master’s Degree is preferred

Work Experience

• Extensive knowledge and understanding of all federal, state, and institutional policies and procedures related to the processing, disbursement and reporting of financial aid programs required.
• Prior supervision experience required.
• A minimum of 3 years use of relevant database systems and computer applications for the oversight, processing, and reporting purposes of financial aid required.
• A minimum of 5 years working in a higher education financial aid office is preferred.

Skills

• Extensive knowledge of Federal and State of Michigan financial aid programs.
• Proficiency with MS Office products and student information systems (preferably PeopleSoft Campus Wide Information System)
• Working knowledge of government financial aid systems (preferably COD, NSLDS, FAAccess, SAIG, and Mi-SSG).
• Presentation skills, training, and written and verbal communication.
• Exceptional planning and organizational skills and the proven ability to manage multiple, complex projects simultaneously.
• Process improvement experience and strategic thinking.
• Demonstrated ability in communication, team building and interpersonal skills. Demonstrated ability to work with and respect a diverse population.
• Demonstrated problem solving skills, and ability to evaluate, analyze, create, and make decisions with critical scenarios.

Physical Demands

• Sitting or standing for long periods.
• Long periods at a computer

Mental Demands

• Exceptional problem solving skills, and ability to evaluate, analyze, create, and make decisions within critical scenarios required to maintain institutional eligibility to award state and federal financial aid programs.
• Leadership management skills to manage people, department initiatives and strategic plans, and operations. Ability to provide guidance, communication and counsel to other staff members on compliance matters.
• A high level of personal and professional integrity
• Ability to delegate work appropriately, set clear directions and goals, and manage the workflow of staff.
• Ability to handle multiple tasks simultaneously with a high level of accuracy.
• Strong attention to detail, organizational, analytical, and problem-solving skills
• Must be punctual with a good attendance record and the ability to accommodate a flexible work schedule, which includes evenings and weekends as needed.

Working Conditions

• GRCC will comply with any mandated health and safety requirements. Compliance information is available on our policies website.
• Office area is shared with multiple GRCC staff members, primarily Financial Aid employees. This position currently has a private office in that shared space.
• Some travel required for helping with financial aid-related events and attending conferences

BENEFITS

• Health Coverage: Six health insurance plan options, including one with no health insurance premiums
• Time off: Enjoy substantial vacation time
• Wellness Program: Access resources for physical and mental wellbeing, and an onsite gym membership
• Continuous Learning: Career development and educational opportunities
• Retirement Plans: Secure your future with our retirement options, including the state retirement plan or a 401(a) with a 12% employer contribution

NEXT STEPS / APPLICATION PROCESS

• Please fill out an application at https://www.grcc.edu/careers. Submit a cover letter and resume. The opportunity to apply for this position will close at the end of the day on the close date referenced at the top of this job posting
• Predictive Index Assessment (behavioral & cognitive) REQUIRED: In order to have your application considered, you must complete the assessments

HIRING PROCESS

• GRCC uses an Evidence Based Selection Process, where we make data driven hiring decisions to help mitigate bias throughout the hiring process. As part of this process, candidates will participate in assessments (cognitive and behavioral), reference checks and interviews
• Individuals with diverse backgrounds are encouraged to apply. Grand Rapids Community College is an equal opportunity employer. Visa sponsorship is not available

NONDISCRIMINATION STATEMENT

Grand Rapids Community College creates an inclusive learning and working environment that recognizes the value and dignity of each person. It is the policy and practice of GRCC to provide equal educational and employment opportunities regardless of age, race, color, religion, marital status, sex/gender, pregnancy, sexual orientation, gender identity, gender expression, height, weight, national origin, disability, political affiliation, familial status, veteran status or genetics in all programs, activities, services, employment and advancement including admissions to, access to, treatment in, or compensation in employment as required by state and federal law. GRCC is committed to reviewing all aspects of GRCC programs, activities, services and employment, including recruitment, selection, retention and promotion to identify and eliminate barriers in order to prevent discrimination on the basis of the listed protected characteristics. The college will not tolerate any form of retaliation against any person for bringing charges of discrimination or participating in an investigation. Further information may be obtained from the EEO Office or the Office of General Counsel, 143 Bostwick Avenue NE, Grand Rapids, MI 49503-3295.

Salary : $1,000 - $56,256