Item 3.C-July 13, 2012
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/hr/compensation-and-evaluation for complete instructions.
Incumbent(s) Name (if applicable): Leonard Walker
Position #(s): 10787
Current Title: Assistant Director, Programs & Clients Services
Current Range: 3
(JCC: 76416;3A;CM2577,CC200;E)
Department: Student Financial Aid
College/Division: 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, Financial Aid & Scholarships
( ) Proposed Reassignment from Range
to Range
(X ) 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 President (Completed by Faculty HR):
Position #: 10787
EEO Code: 3A
CUPA Code: CM2577
Exempt: Yes or No Census Code: 200
Job Class Code: 67281
Range: 3
Effective Date: 7/1/2012
Approved Title:
ASSISTANT DIRECTOR, FINANCIAL AID AND SCHOLARSHIPS
____________________________________________________________
__________________
Employee Signature
Date
(Employee signs and sends to HR for personnel file after PDQ has been “final” stamped for approval)
Rev: 6/1/2012
Position Description – Assistant Director, Financial Aid & 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 Assistant Director, Financial Aid & Scholarships, is responsible for managing, coordinating, and
processing all federal and state financial aid and scholarships for students at the University of Nevada
School of Medicine (UNSOM) and the Orvis School of Nursing. The Assistant Director ensures all aid
is awarded and packaged in accordance with federal, state, and institutional guidelines and that all
scholarships are posted in accordance with donor stated criteria. In addition, the Assistant Director
will be responsible for providing customer service, advising and counseling to these students, and
their parents. The Assistant Director will collaborate and coordinate the awarding of aid with Student
Financial Aid and Scholarships. The Assistant Director reports to the Director of Financial Aid and the
Associate Dean for Admissions and Student Affairs at the School of Medicine.
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).
55% - Advising/Counseling
 Comply with regulations, programs, and initiatives relevant to awarding financial aid for medical
and nursing students
 Collaborate with Student Financial Aid and Scholarships to translate changing policy and
compliance regulations
 Develop and maintain a current policy and procedures manual
 Chair the School of Medicine Scholarship Committee and oversee awarding of all merit and
need based scholarships
 Organize the incoming information for the first year medical students’ orientation
 Provide entrance interviews, annual debt management sessions, and exit interviews for medical
students on the School of Medicine’s regional campuses in Reno and Las Vegas
 Coordinate the School of Medicine’s Emergency Loan Program
 Counsel students enrolled in the BS-MD program and the Post-Baccalaureate regarding their
specific financial aid (loan and scholarship) situations
 Provide advising and counseling, including the design and implementation of communications
to students regarding financial aid
 Process aid applications, package, provide advice and counsel throughout the year on
academic issues that relate to aid eligibility, revising aid as necessary, and problem-solving
financial concerns
 Educate and counsel students and their families about the application process as well as
eligibility requirements
 Revise aid packages as student financial and academic circumstances change
 Serve as a liaison to faculty and staff to resolve individual problems related to student aid
 Represent the office in outreach and at recruiting events as requested
 Communicate financial aid information to students
 Collaborate with Student Financial Aid office staff to create e-mail lists for targeted messages
to students
 Act as liaison to faculty and staff to resolve individual problems related to financial aid
Position Description – Assistant Director, Financial Aid & Scholarships
Page 3
30% - Direct Loan Management
 Implement changes in policy and procedure as directed by Student Financial Aid and
Scholarships office
 Review policies and procedures for processing loan applications and the delivery of loan funds
to students within the context of federal regulations and ensure compliance with these policies
and procedures
 Monitor changes to direct loan regulations, interpret and implements necessary changes
 Coordinate office procedures with those of the federal direct lending program to ensure
students receive accurate and timely customer service from those organizations
 Ensure consistent and congruent practices with all relevant agencies’ policies and procedures
 Coordinate with the Office of Financial Aid and Scholarships for loan disbursements, return of
funds, and reconciliation with Cashier’s office to ensure accuracy and compliance with
required federal and institutional timelines for those activities
 Research and recommend private educational loan programs provided by lenders that are
beneficial for students and maintain program information, eligibility oversight, reconciliation
and reporting
 Monitor changes in program regulations and implement enhancements or changes to
procedures and policies
15% - Needs Analyses and Compliance
 Review needs analysis and aid awards to ensure compliance with state and federal laws,
regulations, policies and procedures
 Apply professional judgment in collaboration with Student Financial Aid and Scholarships as
defined within federal guidelines to remedy student specific financial aid circumstances
 Receive and review additional requested documents, including verification documents for
accuracy in reporting and forward to the Student Financial Aid for processing
 Ensure loans are processed in a timely manner
 Follow procedures for the application of professional judgment in individual circumstances and
documents rationale for the exception
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 makes judgments in the review and interpretation of financial aid rules and
regulations. The Assistant Director collaborates with the office of Student Financial Aid &
Scholarships and receives direction on policy, regulation and compliance changes.
Impact:
Based on financial aid information, students make decisions about attending the University directly
impacting the university’s ability to meet its enrollment goals. Budgeting and debt management impact
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 impact
the University’s goals for enrollment and diversity. Failure to comply with U.S. Department of
Education regulations and audit liabilities that may ensue would jeopardize the University’s
participation in the federal aid programs.
Position Description – Assistant Director, Financial Aid & Scholarships
Page 4
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
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
Ability to:
 Maintain confidentiality of sensitive information
 Solve problems and resolve conflicts with tact and poise
 Manage and understand student financial aid budgets
 Exercise professional judgment in understanding, interpreting, implementing, and ensuring
compliance with regulations and policies
 Work with diverse populations of students with sensitivity to cultural and ethnic diversity issues
 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
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
UNSOM and Orvis
Student Financials & Enrollment
Services
Reason for Contact
To provide services and collaborate on student issues
To share information regarding awards and expenditures
To determine students’ bills, check on grades and view their
enrollment
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
High School counselors
Position Description – Assistant Director, Financial Aid & Scholarships
Lending institutions, guarantors,
and loan servicers
Department of Education and
other State and Federal
agencies
Page 5
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 discuss university or student issues
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 four years, or a Master’s Degree and two years, of student
services experience in higher education
Preferred Licenses or Certifications: None
c.
Indicate any license or certificate required for this position.
None