Reports to: Associate Dean of Enrollment Management and Financial Aid
Close Date: December 2, 2019
At Grand Rapids Community College, the Executive Director of Financial Aid provides the vision, leadership, and management of the Financial Aid Office and its staff, which awards approximately $40 million annually in federal, state, and institutional aid. The Executive Director ensures that Financial Aid services are delivered in a timely manner, following regulatory compliance, and with good stewardship of institutional, private, federal, and state financial aid funds. This position requires a leader with a proven track record in the administration of financial aid and experience with compliance audits, budget management, and reporting. The Executive Director needs to have experience supervising a team, including professional and support staff. As a part of the enrollment management unit, the Executive Director works collaboratively with Admissions, the Enrollment Center, Student Records, Student Success and Retention, Student Employment Services, Cashiers, Budget and Finance, Information Technology, Instructional Support, Institutional Research and Planning, the Dean of Student Affairs, and Academic Deans from the Schools of Arts and Sciences and Workforce Development. This collaboration is focused on management of financial aid to meet enrollment and completion goals and objectives.
ESSENTIAL JOB FUNCTIONS
Lead and supervise the daily operation and functions of the Financial Aid Office, which consists of 20 full and part time employees. Assess staffing alignment and financial aid department-related data.
Make necessary changes to improve office function and service delivery.
Monitor and ensure institutional compliance with federal and state regulations pertaining to financial aid across the administration of various aid programs, as well as compliance with related provisions that impact institutional aid eligibility. These include, but are not limited to, program and curriculum development, Drug and Alcohol Abuse Prevention Policy, Title IX, consumer information, etc.
Guide and oversee the development, documentation, and implementation of financial aid policies and procedures that adhere to federal and state compliance requirements and align with GRCC's Strategic Plan, College Action Projects, and other priorities.
Supervise and assess the effectiveness of technology support systems that are directly connected to financial aid processes and services. Lead the exploration and implementation of new technology solutions to streamline financial aid processes and improve service delivery. Develop and submit annual IT project requests to support office technology needs.
Request and assess vendor software and service quotations and proposals, as necessary. Contract and coordinate with consultants and implementation teams to monitor and improve financial aid compliance and service delivery.
Serve as primary institutional contact for the Department of Education, as well as the institution’s primary destination administrator for the Department of Education's Student Aid Internet Gateway, with the responsibility of assigning staff COD, NSLDS, and other access roles. In this role, the Executive Director provides appropriate updates and reports regarding changes in compliance and policy matters to the President, Provost, and other leadership.
Responsible for gathering, monitoring, assessing, and reporting financial aid information and data for various programs and services, and using this data and assessment for change management and improvement initiatives. Examples of these programs include satisfactory academic progress, attendance verification, default management, and scholarship utilization.
Oversee the process to gather and test data to complete and submit the Fiscal Operations Report and Application to Participate (FISAP) to the Department of Education annually.
- Responsible for the following additional state and federal reporting requirements: National Postsecondary Student Aid Study, Student Financial Aid IPEDS Survey, Michigan Department of Civil Rights Native American Indian Tuition Waiver Reporting, Center for Educational Performance and Information Data Report.
Coordination with college departments to collect data, produce, and post the Net Price Calculator annually.
Resolve student concerns and complaints, including follow-up and documentation for accountability reporting and process improvement opportunities
Complete annual evaluations and identify training needs for the Associate Directors of Financial Aid Operations, Customer Service, and Compliance, the Senior Functional Analyst, and the Office Manager.
Develop and implement annual department plans that align with the strategic goals of the college, as well as those of the Enrollment Management Team and Student Affairs.
- Encourage the involvement of staff on committees and project teams to build positive relationships internally and externally to benefit students and the college.
Identify office budget needs and submit annual and mid-year budget requests.
Approve all department requests for budget expenditures and fund transfers, and monitor monthly budget reports.
Monitor campus-based aid (Federal Supplemental Educational Opportunity Grant and Federal Work-Study) allocations. In coordination with the Business and Finance and Student Employment Services Offices, reconcile Federal Work-Study awards and earnings on a monthly basis.
- Coordinate with Instructional Services and other team members to offer financial aid eligibility guidance related to new programs. Oversee the submittal of new programs and other changes on the college's Eligibility and Certification Approval Report (ECAR). Communicate with the Department of Education, as needed to address eligibility questions.
Oversee the Program Participation Agreement recertification process, as needed.
Prepare for and coordinate annual audits, as well as state and federal program reviews, as needed.
Develop and implement operational student procedures, processes, and communication that enhance student navigation of the financial aid system and overall experience.
Coordinate campus wide communications, updates, and training on financial aid requirements and changes impacting students or operational processes.
Identify and follow up on requested actions associated with institutional accreditation requirements. Handle highly sensitive information and confidential records and materials in compliance with state and federal regulations.
As a member of the Enrollment Management Team, participate and support the Enrollment Management strategic direction including priorities and established outcomes measures.
Actively support and promote the Student Affairs Service Excellence model.
Work with other administrative and service offices on campus to contribute to successful student retention, transfer, and completion.
Participate in financial aid presentations and FAFSA workshops on campus and at area high schools and local agencies.
Attend and actively participate in Deans Council, Student Affairs Leadership Team, Default Management Team, Curriculum Approval Team, Drug and Alcohol Abuse and Prevention Program Team, and the Strategic Leadership Team. Provide input at Academic Governance Council, when requested. Participate in College Action Projects, policy review teams, and other committees, 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.
MARGINAL JOB FUNCTIONS
Attend professional development conferences, trainings and workshops in order to stay abreast of current regulations in financial aid and the student account industry.
Perform other duties as assigned.
Master's Degree in higher education, finance or related area required
Three to five years of experience managing Title IV student financial aid programs at a post-secondary level.
Knowledge of state and federal financial aid programs, compliance regulations, and reporting requirements.
Minimum of four years of supervisory or leadership experience in Financial Aid.
Demonstrated experience maintaining positive interpersonal relationships, motivating others and working effectively as a member of a team.
Proficiency with MS Office products and student information systems (preferably PeopleSoft Campus Wide Information System}. Experience with financial aid-related software and web systems (SAIG, COD, NSLDS, FAAccess, etc.).
Strong analytical skills, comfort with technology and statistical data analysis.
Ability to demonstrate process improvement experience and strategic thinking.
Demonstrated ability in communication, team building and interpersonal skills. Demonstrated ability to work with and respect diverse population.
Excellent listening and communication skills, both verbal and written. Must demonstrate a high level of customer service and ability to communicate effectively with a diverse student, staff and business partner population.
Demonstrated problem solving skills, and ability to evaluate, analyze, create, and make decisions with critical scenarios.
Exceptional planning and organizational skills and the proven ability to manage multiple, complex projects simultaneously.
A high level of personal and professional integrity and ability to maintain confidentiality.
Ability to delegate work appropriately, set clear directives and goals and manage the workflow of staff.
Must demonstrate attention to detail, organizational skills, financial accountability, and sound decision-making and problem-solving ability
Ability to work under pressure and in an environment with frequent interruptions.
Must use good judgement in handling sensitive, confidential, or difficult situations in a pleasant and professional manner.
Sitting for extended periods of time.
Standing for an hour or more during presentations and events.
Internal Number: 1029
About Grand Rapids Community College
The urban campus of Grand Rapids Community College is situated on a six-block area in the heart of Michigan’s second largest metropolitan area with a population approaching one million. GRCC, founded in 1914, is the oldest community college in Michigan, but the atmosphere is exciting and contemporary; its top-notch faculty, commitment to diversity in programming and campus lifestyle, and the strong spirit of community collaboration under the leadership of President Bill Pink, make it a vital and rewarding workplace. Known as “The Community’s College,” GRCC is responsive to the needs of surrounding business, economic, cultural and educational environments. The college offers credit and non-credit, associate degree and certification programs, and workforce training at both on- and off-campus locations so that students of all ages and abilities can pursue personal goals for higher education and/or enhanced job opportunities with success. For more information about GRCC, visit our website at www.grcc.edu