Associate Director of Financial Aid - Program, Administration, and Technology

Position Details

Position Title: Associate Director of Financial Aid - Program, Administration, and Technology

FLSA: Exempt

FT/PT: Full Time

Hours Per Week: 37.5

Work Schedule: M-F 8:30-5

Grade: 17

Compensation Range: $78,659

Summary

The Associate Director of Financial Aid is responsible for supporting the administration, reconciliation, and reporting of federal, state, and institutional student financial aid programs. This includes leading the financial aid systems team, managing R4T4 (Return of Title IV) processing, and ensuring compliance with all relevant regulations. The position also supervises the Assistant Director of Program Administration and Technology and works closely with the Student Finance Office to oversee the financial aid disbursement process. Additionally, the Associate Director prepares internal and external reports, such as the annual IPEDS/FAIS reports, and compiles data for the FISAP. In collaboration with the Director, the Associate Director serves as the primary point of contact for annual audits. The role also involves advising financial aid staff, applicants, and recipients on the application process, program eligibility, and related matters, ensuring a smooth and efficient financial aid experience for all involved.

Essential Role Responsibilities

• In collaboration with the financial aid leadership, develop and maintain policies and procedures for compliant administration of the federal, state, and institutional programs.
• Serve as the School Destination Point Administrator.
• Supervise the Assistant Director of Program Administration, and be accountable for the effective, efficient, and compliant administration of federal programs.
• Provide support for the annual A-133 auditors and the annual Maryland State audit.
• Assist the director with strategic planning and budgeting processes.
• Collaborate with the director to conduct Ellucian Colleague FA Module set‑up each academic year.
• Provide oversight for testing new patches and updates to the student information system software for the financial aid module.
• Oversee all aspects of Financial Aid Service operations and leadership in the director's absences.
• Collaborate as appropriate with other associate directors with ongoing in‑house staff training programs and new employee training and assist the director with the development of broader professional training.
• Assist the director with providing training and/or updates to other college units regarding changes to federal and state laws, regulations, and programs.
• Represent the director at various meetings at the college and in the community.
• Assist the director with reviewing, interpreting, and implementing new federal and state laws and regulations.
• Assist the director with data request and reporting needs.
• Reconcile federal (Pell, SEOG, and FWS) aid programs.
• Prepare internal and external reports, including the annual IPEDS/FAIS reports and the annual FISAP.
• Oversee the review of all over‑awards and ensure effective procedures are in place to prevent over‑awards and establish safety nets.
• Approve all aid for disbursement via the Ellucian Colleague FATR Process.
• Coordinate with Student Accounts for compliant disbursement of all aid funds and be accountable for reconciliation of the Pell Grant and Loan programs, compliant administration of R4T4 calculations, and assistance with the reconciliation of the state aid programs.
• Oversee the management of entrance and exit loan counseling in accordance with federal regulations and keep abreast of the latest methods of delivery.
• Oversee the financial literacy program and the vendor partner to ensure that the college is supporting borrowers in repayment effectively and minimizing defaults.
• Oversee compliant administration of federal and institutional loan and grant programs.
• Serve on various campus committees to ensure the college complies with federal regulations and that the needs of financial aid recipients, as well as the impact of college programs, policies, and procedures on this population, are considered.
• Work with other Enrollment Services units, the Finance Office and other college units to resolve student issues.
• Maintain memberships and participate actively in appropriate organizations and attend conferences and regular training sessions.
• Perform other duties as assigned.

Minimum Education Required

Bachelor's degree

Experience Required

5 years of experience

Preferred Experience

Formal Education, Courses, Training Programs, and Experience. Bachelor's degree in higher education administration, business or related fields is required. A minimum of five years' experience in financial aid required with at least two years in administration, and skills relevant to managing a comprehensive financial aid and scholarship program. Thorough understanding of federal Title IV law and regulations. Outstanding experience with COD related programs and the reconciliation and COD reject resolution process. Expertise with Ellucian Colleague System financial aid modules or similar integrated system strongly desired. Superior technology knowledge and experience required; specific interest in financial aid‑related technology strongly preferred. Other outstanding technology skills, including Microsoft Office, imaging technology, the Web, Site Executive, and content management systems. Proven ability to implement programs required. Superior critical thinking and data analysis required, including ability to collect, compile, and analyze information and data and produce related reports, understanding of financial aid calculations and ratios, as well as experience with the review and evaluation of complex federal tax returns. Strong experience with using Excel for data analysis. Outstanding leadership and supervisory skills required, including the ability to work effectively as part of a team in a fast‑paced, deadline‑driven environment. Experience with administration of federal aid programs required; experience with Maryland State Scholarship programs strongly preferred. Prior experience in strategic planning and budget management strongly preferred. Outstanding organizational and interpersonal skills required, including customer service, public speaking, writing and the ability to communicate complex topics to a wide range of constituencies. Experience working with a wide range of units and a wide variety of staff and faculty (particularly finance and enrollment services departments) required. Prior experience with and participation in regional and national financial aid training workshops and conferences preferred. Service required on various committees. Knowledge of Operations, Systems, and Procedures. Extensive knowledge of federal and state financial aid laws and regulations required. Knowledge of all college policies and procedures concerning all aspects of Financial Aid Services preferred and knowledge of policies and procedures including relevant policies and procedures for the Enrollment Services areas (Admissions, Financial Aid, Records & Registration, Testing), other student services units and the Finance Office preferred. Knowledge of FERPA required. Extensive knowledge and experience with the Colleague and Image Now systems preferred. Ability to learn, develop, implement, use, and train others in current and new computer applications. Knowledge of college personnel practices. Knowledge and ability to work with various community constituencies, including the public schools and others. Thorough knowledge of college and unit emergency operations. Specialized Publications and Resource Materials. The U.S. Department of Education Financial Aid Handbook, federal regulations as published online and in Dear Colleague Letters, Common Manual for federal loans, The COD Technical Reference, The NSLDS User's Guide, SAIG Host Communication Guide, state laws and MHEC policies and procedures; college publications; policy and procedure manuals; numerous guides, manuals, and directories (such as directory of Higher Education and US DOE Student Guide to Financial Aid) related to financial resources and regulations; online resources, such as the NASFAA and SFA websites; journals and other publications such as the Chronicle of Higher Education; academic records of all kinds. OTHER REQUIREMENTS. Ability to maintain strict confidentiality required. Regular attendance is a requirement of this job. Ability to communicate effectively, both verbally and in writing. Performs all duties while considering the impact of any actions on the college's sustainability initiatives in the areas of environmental stewardship, social responsibility, and economic prosperity.

Physical Demand Summary

Financial Aid Services is a fast‑paced, busy, deadline‑driven, and high‑stress environment, which requires concurrent management of numerous complex tasks with frequent interruptions. Evening hours required; occasional weekend hours required. This position requires periodic local and occasional distant travel. Additional hours and flexibility is an absolute necessity, particularly in peak periods.

Benefits Summary

Howard Community College offers competitive salaries, excellent medical and dental selections, tuition reimbursement and paid leave programs. As a participating member of the Maryland Retirement and Pension System, HCC offers two retirement options: The Pension, which requires a 7% employee contribution and The ORP, a 403(b) with a 7.25% employer contribution only. Employees in positions that do not require a bachelor's degree must participate in The Pension. Employees that possess a bachelor's degree and hold professional positions that require a bachelor's degree may choose to participate in either The Pension or The ORP.

Applicant Instructions

*Pre‑employment criminal background investigation is a condition of employment. HCC is interested in all qualified applicants who are eligible to work in the United States. However, HCC will generally not sponsor applicants for work visas. Due to HCC policy, only employees living in states contiguous to Maryland are eligible for work at HCC and include Virginia, West Virginia, Washington DC, Pennsylvania. Candidates must live in the commutable area or be willing to relocate at their own expense if offered the position because HCC does not offer relocation benefits. Please complete the entire HCC Employment Application (Candidates will be evaluated on completing the college's application in full).

EEO Statement

Howard Community College is an Equal Employment Opportunity & affirmative action employer & values diversity within its faculty, staff & student population. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, gender, sexual orientation, gender identity, genetic information, disability, or protected veteran status. HCC understands that persons with specific disabilities may need assistance with the job application process and/or the interview process. For confidential assistance with the job application process, please contact the Office of Human Resources at 443‑518‑1100.

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