Item 3.H-February 1, 2013
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.
Incumbent(s) Name (if applicable): Michaun Hayes
Position #(s): 10779
Current Title: Assistant Director, Scholarships & Outreach
Current Range: 3
(JCC 67078;3A)
Department: Student Financial Aid
College/Division: Enrollment Services /
Student Services
Account #(s): 1101-105-0601
Action Proposed: (check all that apply)
( ) New position: Proposed Range:
Proposed Title:
(X) Title Change, Proposed Title: Assistant Director, Scholarships Administration
(X ) Proposed Reassignment from Range 3 to Range 4
( ) Revised PDQ only (no change in range or title)
JCC (Current
( ) Line of Progression (show titles below)
or new HR
Range:
assigned):
I certify that the statements in this description are accurate and complete to the best of my knowledge.
____________________________________________________________
Employee’s Signature
__________________
Date
I/we have reviewed the statements in this form and they accurately reflect the job assignments.
____________________________________________________________
Immediate Supervisor’s Signature Timothy A. Wolfe
Dir, SFA, & Sch Svc
____________________________________________________________
Director/Chair/Dean
Melisa Choroszy
AVP, Enrollment Services
__________________
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 Provost/President (Completed by Faculty HR):
67358 Range:
4
Pos #(s): 10779
JCC:
EEO: 3D
Eff: 2/1/2013
Assistant
Director,
Scholarships
Administration
Approved Title:
Employee signs on “final” stamped approved PDQ and sends to HR for personnel file.
Employee Signature:_______________________________________________ __________________
Date
Printed Name: ____________________________________________________
Rev: 10/1/2012
Position Description – Assistant Director, Scholarships Administration
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 Assistant Director, Scholarships Administration, leads the office in scholarship administration,
strategic planning, financial aid advisement, budget management, and fiscal oversight of the
University’s comprehensive financial aid and scholarship programs. The incumbent champions the
critical role that scholarships play as a key factor in the recruitment and retention of academically
talented students. This position designs and implements merit based aid programs that ensure the
achievement of the university’s strategic enrollment goals. The position reports to the Director,
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).
40% - Scholarships Administration
 Designs and implements merit based award programs that ensure the achievement of the
university’s enrollment goals
 Designs and develops scholarship awarding policies and procedures in compliance with Board
of Regents, donor and financial aid policies
 Designs and oversees scholarship application and award processing
 Develops communications to students and families, departments and others about scholarship
offers and expectations
 Ensures that donor criteria are honored by all scholarship selection committees
 Integrates scholarship awards with need based aid to ensure compliance with federal rules
and regulations
 Monitors scholarship recipients’ satisfactory academic progress
 Provides outreach to students, faculty, staff and community regarding the university’s
scholarship opportunities
 Designs and implements information and communications, whether in print, electronic delivery,
or through suggested changes to the web, to all students regarding scholarships and financial
aid information, eligibility, and processing status
 Develops targeted messages to students regarding scholarship programs
 Models exemplary customer service through front line presence; works cooperatively with staff
to ensure outstanding customer service in all areas of front line, phone and e-mail
correspondence
 Supervises financial aid advisors and support staff
30% - Financial Aid Advising/Counseling
 Interprets regulations, programs, and initiatives and provides leadership for translating
changing policy and compliance regulations into the office's operational structure
 Designs guidelines for using professional judgment in cases where no precedent exists and
develops and maintains a current policies and procedures manual
 Works as a member of the advising team suggesting changes for improved customer service,
advising and counseling students, parents, and others in the reception area and over the
phone
 Evaluates and processes aid applications for assigned caseload for student advising
 Educates and counsels students and their families about the financial aid application process,
eligibility requirements for federal and state financial assistance programs, problem-solving
financial concerns such as budgeting and consumer credit orientation, and providing other
money management sessions
Position Description – Assistant Director, Scholarships Administration
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Revises aid packages as student financial and academic circumstances change and provides
advice and counsel throughout the year on academic issues that relate to aid eligibility
Serves as a liaison to faculty, other student services, and campus staff to resolve individual
problems related to student aid
Represents the office in outreach and at recruiting events, campus committees and with
community organizations
Reviews needs analysis and aid awards to insure compliance with state and federal laws,
regulations, policies and procedures
Ensures compliance with federal guidelines as required to remedy student specific financial
aid circumstances
Applies federal requirements for “verification” of applicant information; reviews documents for
accuracy in reporting and makes corrections as necessary
Ensures loans are processed in a timely manner
Follows procedures for the application of professional judgment in individual circumstances
and documents rationale for the exception
30% - Budget Management and Fiscal Oversight
 Manages all financial aid and scholarship accounts
 Oversees federal account reconciliation
 Obtains enrollment projections from the Budget Office for the funding of university financial aid
and scholarship programs
 Ensures budgets are consistent with relevant financial policies, guidelines, and legislative
regulations
 Monitors changes in program regulations and suggest enhancements to procedures and
policies
 Teams with staff in the office to draft proposals and implement significant revisions to complex
self-supporting, grant based and foundation budgets
 Assists the Enrollment Services division in monitoring and balancing budgets and planning for
future budgetary needs; assists with account reconciliation and year end balances
 Develop procedures and practices regarding financial aid department use and maintenance of
positions
 Works with the Foundation liaison in donor relations as requested and with the system
controller
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.
Level of Freedom:
The Assistant Director works directly with students and must provide accurate and complete
information which clarifies regulations and describes programs and eligibility. The incumbent must
make decisions and work independently under minimal supervision in relation to daily contacts with
students and completing work responsibilities. The incumbent must adhere to strict guidelines for
financial aid advising and federal, state, and University laws and regulations. The incumbent works
with numerous and complex budgets from state, federal, and other sources and must be able to
ensure compliance with specific rules and regulations. The position consults with the supervisor in
areas of more complex issues and on long-term goals of the unit.
Position Description – Assistant Director, Scholarships Administration
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Impact:
Based on provided information, students make decisions about attending the University which directly
impacts the University’s ability to meet its enrollment goals. Budgeting and debt management impacts
student retention and default rates. Strict adherence to federal regulations regarding the awarding of
financial aid programs is required for the university to maintain its ability to award Title IV funds. The
consequence of error is the loss of Title IV funding and the inability of students to finance their
education. Policies and procedures designed and implemented for the delivery of financial aid
impacts the University’s goals for enrollment and diversity. Failure to comply with U.S. Department of
Education (USDE) regulations and audit liabilities that may ensue would jeopardize the University’s
participation in the federal aid programs.
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:
 Laws, regulations, and policies of Federal, state, and university financial aid programs
 Financial aid packaging, verification, and needs analysis
 U.S. Department of Education computing software
 State and Federal laws and regulations concerning Federal Educational Rights and Privacy
Act (FERPA)
 Higher education student information systems
 Higher education policies and procedures in area of student recruitment, admissions, and
retention
 State and federal financial aid programs, scholarships, and other financing options
 Student services areas and how they might work cooperatively with student financial services
 State budgeting practices and formula funding
 Purchasing policies/practices
 Human Resources policies and practices
 Constraints for the allowable use of resources and specific constraints for certain funding
sources
 Generally accepted accounting principles and practices
Skills:
 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)
 Analytical, decision-making, and problem solving skills for students’ issues and concerns and
resolution
 Excellent verbal and written communication
 Interpersonal and human relations skills
 Strong organizational and prioritization skills
 Complex problem solving, decision-making, and analytical skills
 Strong interpersonal skills
Ability to:
 Maintain confidentiality of sensitive information
 Solve problems and resolve conflicts with tact and poise
 Manage and understand fund accounts and program budgets
 Exercise professional judgment in understanding, interpreting, implementing, and ensuring
compliance with regulations and policies
Position Description – Assistant Director, Scholarships Administration
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Establish rapport, work and interact with, and present information to a diverse audience
Work with diverse populations of students
Be sensitive to cultural and ethnic diversity issues
Sustain high levels of performance in a highly stressful environment
Manage, prioritize, and complete multiple projects/tasks in an efficient and timely manner while
maintaining focus on organizational goals
Exercise sound judgment to make objective, fair and consistent decisions with accuracy and
completeness
Demonstrate initiative
Work effectively with students, individually or in groups on matters relating to aid
Work independently and as a collaborative team member
Understand and interpret formalized policies, guidelines, rules, and regulations
Solve problems and negotiate desired outcomes
Interact effectively with faculty, administrative staff and other employees at all levels of
responsibility
Analyze budget processes and help design and implement changes to improve efficiency and
fiscal controls
Supervise and assist staff with coordination of work efforts
Work as part of a team
Understand and support university and individual program objectives
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
Faculty and administrators
Athletic Department
Student Financials & Enrollment
Services
Campus personnel
Reason for Contact
To provide services and collaborate on student issues
To share information regarding athlete’s awards and expenditures
To determine student’s bills, check on grades and view their
enrollment
To provide information and innovative analysis in support of
campus initiatives and balance and monitor budgets
External
Students and parents
Reason for Contact
To provide services and information, resolve conflicts, and solve
problems
To gather and give information on prospective students
To act as office liaison to ensure coordination and cooperation of
delivery of student loans; to resolve student loan problems and
processing issues; to stay current on information regarding
financial aid to students.
To coordinate the return of Title IV funds and discuss university or
student issues
High School counselors
Lending institutions, guarantors,
and loan servicers
Department of Education and
other State and Federal
agencies
Position Description – Assistant Director, Scholarships Administration
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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.
Bachelor’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.
Bachelor’s Degree and five years, or a Master’s Degree and three years, of student
services experience or budgeting at a college or university
Preferred Licenses or Certifications: None
c.
Indicate any license or certificate required for this position.
None