Item 9.E-September 25, 2009
ADMINISTRATIVE FACULTY POSITION DESCRIPTION QUESTIONNAIRE
To expedite and facilitate the PDQ review process, please send the PDQ and Org Chart electronically to marshag@unr.edu for discussion and for initial review before routing PDQ for approval signatures.
Questions - call UNR Faculty HR at 682-6114
INSTRUCTIONS: See http://www.unr.edu/vpaf/hr/compensation/placement.html
for complete instructions.
Position #(s): Incumbent(s) Name (if applicable):
Current Title: Director, Student Financial Aid and Scholarships
(JCC:77802;1B;CA2082,CC012;E)
Current Range: 6
Department: Student Financial Aid
Account #(s): 1101-105-0601
College/Division: Enrollment Services /
VP Student Services
Action Proposed: ( check all that apply )
( ) New position: Proposed Range:
Proposed Title:
( ) Title Change, Proposed Title:
( ) Proposed Reassignment from Range to Range
(X) Revised PDQ only (no change in range or title)
( ) Line of Progression (show titles below)
Range:
JCC (Current or new HR assigned):
I certify that the statements in this description are accurate and complete to the best of my knowledge.
____________________________________________________________
Employee’s Signature
I/we have reviewed the statements in this form and they accurately reflect the job assignments.
____________________________________________________________
Immediate Supervisor’s Signature
____________________________________________________________
Director/Chair/Dean Melisa Choroszy
Associate Vice Pres, Enroll Svcs
__________________
Date
__________________
Date
__________________
Date
Approved for Salary Placement Committee review.
____________________________________________________________
Pres / Vice Pres / Vice Prov Signature Shannon Ellis
Vice President, Student Services
__________________
Date
Action Approved by the President (Completed by Faculty HR):
Position #:
Job Class Code:
Range:
Exempt: Yes or No Census Code:
Effective Date:
Approved Title:
____________________________________________________________ __________________
Employee Signature Date
(Employee signs and sends to HR for personnel file after PDQ has been “final” stamped for approval)
Rev: 12/1/2008

Position Description – Director, Student Financial Aid and Scholarships Page 2
1. Summary Statement: State the major function(s) of the position and its role in the university. Attach an organizational chart with positions, ranges, and names for the division which reflects the position in it as well as those supervised in the department. (This section is
used for advertisement of the position.)
The Director of Student Financial Aid and Scholarships directs state and federal financial aid as well as the university’s scholarship programs, totaling more than seventy million dollars in student aid.
The Director designs and implements student aid programs that support student access and retention in higher education and assures compliance with federal, state and institutional policies and regulations. This position serves as the university’s student information system’s functional lead in the area of financial aid and scholarships.
2. List the major responsibilities, including percentage of time devoted to each. Provide enough detail to enable a person outside the department to understand the job (percentage
first with heading and then bulleted information).
50% - Federal and State Financial Aid Programs and Scholarships

Insures compliance with all federal, state, and institutional regulations, legislation, guidelines, agreements, need based packaging and directives

Analyzes national and state trends in student aid and college costs and proposes modifications to institutional policy and programs

Evaluates defaulted loan patterns and collaborates with academics to support and retain students who may potentially default

Designs policies to deliver new state programs to accommodate emerging student needs and populations

Oversees the Quality Assurance program to ensure continuous process improvement in office operation and services to students

Provides leadership in facilitating the electronic and interactive delivery of student aid information, forms, and funds in a 24/7 self-service environment for students
 Serves as the university’s functional lead in the implementation and improvement of financial aid and scholarships within and beyond the capabilities of the student information system software

Supervises the development and implementation of policies governing the award and allocation of merit based scholarships in order to me et the university’s enrollment and retention goals
 Supervises the development of the scholarship program’s mission, goals and strategic plans within the context of Student Services and the university
30% - Human Resources and Budget Management :

Directs a staff of 8 professional and 8 classified staff. Establishes cross-functional, taskoriented teams for innovative problem solving, activities and projects that improve customer service and communication

Develops strategies for teambuilding through skill development, training, workshops, supervision and professional development opportunities. Encourages self-improvement, direction and initiative

Oversees a budget of over seventy million dollars in state, federal and university funds.

Implements quality control mechanisms for both internal and external audit compliance

Position Description – Director, Student Financial Aid and Scholarships Page 3
20% - Educational and Outreach Activities

Serves as spokesperson for the university with the U.S. Department of Education, congressional and state legislative staff, NSHE system office, general public, media, donors, and professional and community organizations on topics related to financing a higher education

Responds to requests for interviews and information with local media, university offices and student groups. Prepares releases to announce policies and programs. Informs consumers about student aid availability and processes, trends in financing options

Collaborates with university administrators, faculty and students on projects related to education finance

Conducts financial aid outreach to local schools, communities and continuing university students and partners with other offices and departments to assist targeted groups of students
3. Describe the level of freedom to take action and make decisions with or without supervision and how the results of the work performed impact the department, division and/or
the university as a whole.
This position is accountable for over $70 million dollars in federal, state and institutional grants, loans and scholarship funds. Loss of these financial aid and scholarship programs would have a serious impact on student enrollment.
This position has full authority and autonomy to exercise professional and independent judgment for directing the office operations; redesigning programs; establishing procedures and guidelines for program operation, eligibility determination, and fund expenditures; interpreting and implementing federal regulations and guidance; establishing processing calendars for timely delivery of aid to students; ensuring compliance with all state and federal and institutional requirements; and meeting standards for internal and external audit and program reviews for programs.
Financial liabilities and penalties to the University, termination from participation in the federal programs by the U.S. Department of Education, lawsuits from students, loss of enrollment and retention of students, audit findings by internal and external auditors, tainted national reputation and negative public image can result from improper management.
4. Describe the knowledge, skills (to include cognitive requirement and verbal and written communication), and abilities (to include task complexity, problem solving, creativity and
innovation) essential to successful performance of this job (in bullet format).
Knowledge of:

Federal and state student aid programs, guidelines and operational administration management

Programs such as National Council of Athletics Association (NCAA), Bureau of Indian Affairs, vocational rehabilitation and other agencies who pay for educational training, Aid to Families with Dependent Children (AFDC), and veterans benefits as they relate to aid resources and interaction with federal aid

Enrollment management strategies as related to the leveraging of student aid.

National trends in federal student aid

Federal and state student aid programs, guidelines and operational administration management

Higher education financial systems

State and Federal laws and regulations concerning Federal Educational Rights and Privacy
Act (FERPA) and Health Insurance Portability and Accountability Act (HIPAA)

Position Description – Director, Student Financial Aid and Scholarships Page 4
Skills:

Human resources management and supervisory skills, including an ability to teach and mentor technical staff and to achieve both timely completion of goals and client satisfaction

Excellent oral and written communication

Proficiency in use of a personal computer and current software applications including but not limited to Microsoft Office Suite (Word, Access, Excel, PowerPoint, and email) and specifically in spreadsheet and database management

Analytical, decision-making, and problem-solving skills
Ability to:

Work with diverse populations of students, faculty and staff

Make sound, logical, deliberate, and thoughtful decisions

Demonstrate entrepreneurial thinking in seeking funding alternatives and resources beyond federal and state aid dollars that no longer meet the total “financial need” of most students

Apply teamwork concepts to staff organization to accomplish the many demands on the limited resources

Demonstrate tact and flexibility in working with broad based constituencies

Manage budgets, personnel, and planning

Provide direction and leadership

Integrate scholarships and financial aid in order to create a seamless delivery of assistance to academically talented as well as financially needy students
 Deliver excellent “customer service” to all clients

Be proactive and flexible to changing environments and priorities

Manage funds efficiently and effectively and to redirect underutilized funds to serve emerging student needs

Demonstrate creativity

Anticipate future directions and resource needs

Maintain confidentiality of sensitive information

Maintain professional business and work ethics and standards
5. Describe the type of personal contacts encountered in performing the duties of the job.
Explain the nature and purpose of these contacts: i.e., to provide services, to resolve
problems, to negotiate.
Internal Reason for Contact
President
Vice-Presidents, Deans, Dept.
Chairs, Faculty and Staff
To communicate audit results and program reviews by the U.S.
Department of Education and the State; seek approval for participation agreements
To resolve administrative issues; request input in the design and delivery of services and programs that make a positive impact on student enrollment
University media
NSHE legal counsel-
Board of Regents
Athletics
To communicate new Department of Education and NSHE programs and policies; inform students about financial assistance programs
To seek clarification on fund usage; provide data pertaining to litigation, and solicit legal opinion on new programs and modification of existing ones
To share data on the effectiveness of state aid programs when requested by Nevada System of Higher Education (NSHE)
To collaborate with compliance staff on appeals, eligibility, and other related issues

Position Description – Director, Student Financial Aid and Scholarships
NSHE Chancellor’s Office
Student Affairs staff; other NSHE
Page 5
To work closely with the student affairs staff in the NSHE system office and with the other system financial aid directors in the
Institutions coordination of financial aid policies and practices
External
Department of Education
Reason for Contact
To keep apprised of federal regulations, re-authorization and changing reporting requirements and data transmission
U.S. Congressional staff
State legislators
To respond to letters of inquiry; provide information on the impact of aid proposals on students; advocate for program and delivery changes on behalf of students; resolves constituent queries
To provide data on expenditures and value of programs to students; advocate for increased state assistance for students
Donors
High school counselors; families and prospective students
State Treasurers ’ Office
To reconcile and monitor funds in accordance with the donor specification, make suggestions for donor funding of scholarships and grants
To educate about financial assistance opportunities; conduct financial aid workshops; guide families and students in the financial planning and affordability of higher education
To coordinate the Millennium Scholarship Program and Nevada
Pre-Paid Tuition programs
6. Indicate the minimum qualifications which are necessary in filling this position should it become vacant. Please keep in mind the duties/responsibilities of the position rather than the
qualifications of the incumbent. a. Minimum educational level, including appropriate field, if any.
Master ’s Degree from a regionally accredited institution
b. Minimum type and amount of work experience, in addition to the above required education necessary for a person entering this position.
Master’s Degree and six years of comparable full-time experience in progressively responsible positions in a university financial aid office
Preferred Licenses or Certifications: None c. Indicate any license or certificate required for this position.
None