PROFESSIONAL POSITION DESCRIPTION
Position Title: Assistant Director of Financial Aid – Work Study and Alternative Loans
Division: Finance and Administration
Department: Financial Aid
Location: Gorham/Portland Campus
Schedule: Full-time, Monday-Friday 8:00 a.m.-4:30 p.m.; evenings and weekends as required
Reports to: Director of Financial Aid
STATEMENT OF THE JOB: The Assistant Director of Student Financial Aid has primary
responsibility for oversight of the Federal Work Study and Alternative Loan programs.
Responsibilities for these programs entails development of policies and procedures to ensure
proper administration and compliance with regulations, communication with appropriate local,
state and federal agencies, and communication with University personnel and departments in
order to effectively deliver these programs and services. The Assistant Director will also
supervise and manage the front line staff in the office which includes several Administrative
Assistants. Responsibilities will include training, mentoring, hiring and firing as well as
management of workflow between support staff and professional staff. The Assistant Director
ensures compliance with regulations for programs of approximately $7 million at USM.
Additionally, the Assistant Director assists with needs analysis and financial aid eligibility
determination, enrollment verification processing, calculation of Satisfactory Academic
Progress (SAP), oversight of the suspense file, and information dissemination.
ESSENTIAL FUNCTIONS:
 Responsible for the coordination of financial aid activities for our front line
Administrative staff. This includes training, mentoring, delegation and routine oversight
of daily tasks. It will also include management of office search processes.
 Supervises and administers the Federal Work-Study Program and Alternative (private)
Loan programs. This includes funds management and account reconciliation to ensure
accurate delivery of Federal and private funds to the institution. This also includes
development of policies and procedures for proper administration of these programs.
Resolves problems with private lenders and work-study employers to facilitate timely
disbursement or payment of funds to students.
 This person will train and coordinate the work of other professional and clerical staff
who assist in the awarding of Federal Work-Study and Alternative Loan program funds.
 Oversees and participates in the manual processing of loans.
 Manages responses to all general email sent to the office via the financial aid web site.
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Responsible for oversight and management of the Return to Title IV (R2T4)
requirements.
Monitors enrollment status of students to ensure continued eligibility for aid programs.
Coordinates adjustments to aid packages for enrollment changes.
Monitors payment of Federal Work-Study and Alternative Loan programs to ensure that
students are paid within federal guidelines.
Monitors student earnings to ensure that earnings limits are not exceeded. Coordinates
necessary follow-up to notify departments and remove students from the payroll when
required.
Develops and recommends policies and procedures to accurately assess individual
student eligibility for financial aid and to improve services.
Coordinates with student payroll staff to develop work-study employment materials for
students and employers to ensure the use of proper hiring, supervision and payment
procedures.
Conducts workshops to inform current and prospective students, staff and the
community about financial aid regulations, policies and procedures.
Manages packaging and monitoring of continued eligibility for all USM Merit scholarship
recipients.
Determines student needs for financial assistance through the evaluation of financial
statements and other pertinent data in accordance with federal regulations and
University policy. Makes corrections to student data base as necessary to ensure
accuracy to meet federal program requirements. Uses independent judgment and
decision-making to adjust the resulting family contribution within broad federal and
University guidelines.
Counsels students and families on the federal aid process and through this activity,
facilitates the identification of higher education funding options.
Allocates and authorizes the disbursement of Federal and Maine State financial aid
funds.
Additional duties as reasonably assigned.
SPECIAL ESSENTIAL FUNCTIONS/RESPONSIBILITIES*:
 Responsibility to regularly handle cash or cash equivalents.
 Control over, access to, or security of restricted levels of information technology
systems that would allow the person to harm the IT systems or the information
contained in them.
 Ability to drive colleagues, students or others and provide proof of a valid driver’s
license.
 Ability to provide own transportation (fully-insured vehicle), provide proof of a valid
driver’s license, and compliance with Maine law regarding vehicle insurance.
 Work on federally funded projects.
SUPERVISORY RESPONSIBILITIES: Administrative Assistants.
BUDGET RESPONSIBILITIES: In concert with the Director, the Assistant Director is responsible
for monitoring of Federal Work-Study and Alternative Loan program funds.
The Assistant Director has direct responsibility for the managing of Federal Work-Study and
Alternative Loan program funds totaling approximately $7 million and is also highly responsible
for complying with federal, state and institutional policies related to the awarding of financial
aid dollars. In addition, responsibilities include managing approximately $4 million in
renewable Merit scholarships for continued student eligibility.
PUBLIC AND PROFESSIONAL ACTIVITIES RELATED TO JOB PERFORMANCE: Responsible for
participating in the University of Maine System, local, regional and national professional
development activities and organizations that are appropriate to position functions. Will
attend workshops/training seminars as needed to enhance skills. Prepares and presents
financial aid information sessions for the campus and community and area high schools.
INTERNAL AND EXTERNAL CONTACTS:
Internal: USM financial aid staff, All Student Success staff members, Staff of the
Admission, Student Accounts and Registrar’s offices
External: Also coordinates with the U.S. Department of Education, state, regional, and
national lending institutions and other educational institutions. The Assistant Director
will also communicate when necessary with staff of the UM System Office. Works
closely with students and parents, aid administrators from other educational institutions
and community, state and federal agencies.
KNOWLEDGE, SKILLS, AND ABILITIES:
 Experience with on-line data management.
 Excellent planning, organizational, interpersonal, problem solving, written and oral
communications skills.
 Demonstrated ability to manage financial aid funds.
 Demonstrated knowledge of and familiarity with federal regulations and guidelines.
 Demonstrated understanding of the management of a large database.
 Familiarity with computer systems.
 Excellent organizational, analytical, planning, consultative, interpersonal, problem
solving, human relations, assessment, and interpersonal skills.
 Possess an attitude that fosters a respectful, non-threatening workplace environment.
QUALIFICATIONS:
Required:
 Bachelor’s Degree.
 Minimum of three years of experience in student financial aid administration.
 Demonstrated proficiency in need analysis.
 Strong interpersonal, writing, analytic, organizational, planning and assessment skills.
License/Certifications:
 Valid motor vehicle driver’s license.
Preferred:
 Master’s Degree in Higher Education, Public Administration or related academic
concentration.
*NOTE: All individuals who are recommended to fill and subsequently offered a position with special essential responsibilities
as listed above, or other licensure or certification, shall have the following additional applicable background screening
completed (in addition to regular and standard background screening) based on the responsibilities of the position: Credit
history screening, and/or Sex offender registry screening, and/or Federal criminal history screening and/or License/certification
verification.
Date Approved:
Date Revised:
Job Family:
Salary Band:
Unit:
CUPA code:
Employee:
Position #:
4/2015
19
103
UMPSA
413100
TBD
00012214