Financial Aid Assistant Director for State Aid Programs and Compliance

Job Information

Financial Aid Assistant Director for State Aid Programs and Compliance

Job ID 1589

October 26, 2023

Department: Financial Aid

Employee Group: https://www.grcc.edu/sites/default/files/docs/humanresources/meet_confer_handbook_2020-03.pdf

Schedule: Full-Time, Exempt

Compensation: $71,000 per year

Benefits: https://www.grcc.edu/faculty-staff/human-resources/benefits-insurance/medical-plans/new-hire-benefit-enrollment

Reports to: Executive Director of Financial Aid

Posting Closes: November 9, 2023

SUMMARY

This position provides leadership and guidance in the interpretation and implementation of State financial aid-related regulations. Working in close collaboration with the Executive Director of Financial Aid, this individual is responsible to ensure GRCC's policies and procedures related to state programs are properly and effectively administered. As such, the individual will ensure that students receive thorough and timely information about State programs. Additionally, the individual will take a lead role in monitoring student eligibility and ensuring accurate awarding. This position is also responsible for the analysis of data and the creation of dashboards and reports for tracking metrics related to financial aid applicants for use by Student Success administrators and Executive Leadership Team members. This individual will work collaboratively with the Executive Director of Financial Aid to ensure State, institutional, and other reporting functions are completed in a compliant, timely, and accurate manner. This position will work directly with external auditors to facilitate annual compliance audits, as well as periodic state and federal program reviews.

ESSENTIAL FUNCTIONS

• Lead the administration of State of Michigan financial aid programs of $8 million in financial aid awards annually to nearly 5,000 students.
• Ensure that GRCC's policies and processes comply with State of Michigan regulations. Be a liaison between GRCC and the State of Michigan, including with the Treasury and Labor and Economic Opportunity departments, as well as the Office of Sixty by 30.
• Develop and administer state aid program training programs for GRCC Financial Aid staff, and other cross campus departments as needed, to ensure accurate information is disseminated to students, staff, and business and community stakeholders.
• Develop and ensure that GRCC has regular processes for all State of Michigan reporting requirements, including billing, payment rosters, eligibility checks, reporting adjustments, and other reporting processes. Ensure accuracy of data, prepare, and submit reports in compliance with state requirements.
• Ensure that GRCC's data system is set up properly, proactively identify necessary modifications, and work in collaboration with departmental functional analysts, GRCC IT personnel, and consultants to facilitate the compliant administration of State aid programs. Stay abreast of emerging technical functionality and identify ways to continuously improve accuracy and efficiency related to aid delivery.
• Advise and assist current and prospective students and their families by phone, in-person, and via email with all aspects of the financial aid application process.
• Work in collaboration with the Executive Director of Financial Aid to complete and submit various State reports and Federal reports as needed, including the following: NAITW, Reconnect Wraparound grant report, reports to Mi-SSG, MPDI, and federal, state, and accrediting agency reporting requirements.
• Develop and maintain information on GRCC's website regarding State aid programs.
• Supervise the Special State Programs Coordinator position.
• Analyze data and design various dashboards and reports for tracking student metrics related to state and federal aid program utilization, FAFSA completion, and other metrics.
• Evaluate data and recommend changes in outreach and awarding procedures. Provide dashboards and reports and give presentations to Student Success administration and Executive Leadership on an ongoing basis.
• In coordination with the Executive Director of Financial Aid, assist with the collection of information and data required for external audits, and federal and state program reviews. Work with auditors and program reviewers to address questions and implement changes if needed.
• Work in cooperation with the Associate Director of Financial Aid Student Engagement and Eligibility and other GRCC departments to provide students with information about completing the FAFSA and maintaining eligibility for State aid programs.
• Participate in various GRCC events, FAFSA completion events, and other events to provide information and assist students and families with questions related to financial aid. This will involve communicating with various audiences about the available federal and state funding, including students, other GRCC departments, and outside constituents, such as high schools, businesses, and community organizations. Methods of communication and outreach include, but are not limited to GRCC's webpage, email, text messages, social media, small and large group presentations, etc.
• Monitor, analyze, and interpret regulatory changes and updates through publications, announcements, and training opportunities from primarily the state government.
• Maintain the Financial Aid Office Policy and Procedure Manual and Packaging Philosophy in accordance with state regulatory requirements. Update annually or as required to address regulatory changes.
• Perform quarterly internal audits to ensure compliance with state awarding guidelines. Identify areas for improvement, recommend policy and procedural changes, and work with key stakeholders to resolve compliance and service issues in a timely manner.
• Act as a liaison, providing financial aid information and training to other GRCC offices including, but not limited to, Admissions, Student Records, Student Financial Services, Counseling and Career Services, Academic Advising, Disability Support Services, Occupational Support Services, Institutional Research, and TRIO.
• Attend professional development conferences, seminars, workshops, and webinars to stay abreast of current regulations, trends, and best practices in the student financial aid profession.
• Actively support and participate in the integrated Student Success service model.
• Other duties as assigned to further the mission of excellence in the delivery of student services.
• Conduct workshops and presentations on financial aid to faculty, staff, students, parents, high school counselors, and community agencies. Some evenings and weekends will be required.
• Actively participate in college committees representing financial aid as needed.
• 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

Education Credentials

• Bachelor's degree in applicable field of study, Master's degree preferred.

Work Experience

• Extensive knowledge and understanding of federal, state, and institutional policies and procedures related to the processing, awarding, disbursement, recalculation, reporting and general administration of financial aid programs.
• A minimum of five (5) years of financial aid experience in a higher education institution

Skills

• Problem solving
• Process Improvement
• Communication
• Interpersonal
• Organizational
• Technical

Physical Demands

• Sitting for extended periods of time.
• Some travel required.

Mental Demands

• Proficiency in Spanish preferred
• Proficiency with MS Office and Google Suite products and student information systems (preferably PeopleSoft Campus Wide Information System)
• Working knowledge of government financial aid systems (preferably COD, NSLDS, FA Access, SAIG, and Mi-SSG).
• Demonstrated ability in process improvement, presentation skills, training, and written and verbal communication.
• A high level of personal and professional integrity and ability to maintain confidentiality.
• Exceptional planning and organizational skills and the proven ability to manage multiple, complex projects simultaneously.
• Ability to demonstrate process improvement experience and strategic thinking.
• Demonstrated team building, and interpersonal skills as well as the, ability to work with and respect diverse populations.
• Excellent listening and communication skills, both verbal and written. Must demonstrate a high level of customer service and the ability to communicate effectively with a diverse student, staff, business, and community partner populations.
• Demonstrated problem solving skills, and ability to evaluate, analyze, create, and make decisions with critical scenarios.
• Ability to handle multiple tasks simultaneously with a high level of accuracy.
• Must demonstrate attention to detail, organizational skills, and problem-solving ability
• Ability to delegate work appropriately, set clear directions and goals, and manage staffing and office workflow
• Ability to communicate effectively with a diverse student, staff, faculty and business partner population. Additionally, must be able to share complex, and sometimes difficult, information with students in a compassionate, respectful manner.
• Ability to plan and work independently and as a team member
• 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 http://www.grcc.edu/policies.

METHOD OF APPLICATION

GRCC is only accepting online applications for this position athttps://www.grcc.edu/jobs. 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. Individuals with diverse backgrounds are encouraged to apply. Grand Rapids Community College is an equal opportunity employer. Visa sponsorship is not available.

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.

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.

To apply, please visit: https://apptrkr.com/4755079

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