Under general supervision of the Assistant Vice Provost Financial Aid, the Senior Associate Director's primary areas of oversight are client services, special case management, counseling and outreach, reconciliation and reporting, compliance and processing and student lending.
The Senior Associate Director actively and independently coordinates with the Associate Director Compliance and Processing and the Associate Director Financial Aid Systems and Operations to meet management objectives and ensure the smooth and compliant operations of the office. Providing leadership and direction for the financial aid staff which includes staff and student employees. Serves as a member of the executive management team in LMU Financial Aid. Represents the office in national, statewide, and campus-wide meetings and conferences as needed.
Similarly, when designated by the Assistant Vice Provost Financial Aid, the Sr. Associate Director represents the office and the Assistant Vice Provost to external constituencies on their behalf. The Sr. Associate Director plays a key role in managing the office and ensuring that it is running smoothly and that the financial aid office staff are adhering to the myriad of laws, regulations, and policies governing the delivery of student financial aid at the federal, state and university level. In the absence of the Assistant Vice Provost, the Sr. Associate Director assumes full management responsibility for LMU Financial Aid when necessary, ensuring continuity and an unbroken chain of management. In this capacity, the position directs the office operations and staff.
Position Specific Accountabilities
The Sr. Associate Director manages the majority of LMU Financial Aid staff, who deliver student financial aid and directly serve students, parents, administrators, outside agencies, and the general public. Directs the Associate Director Counseling and Outreach, Associate Director Compliance and Processing and Assistant Director Student Lending to ensure their staff adhere to the highest standards of customer service and compliance. In conjunction with the Associate Director Compliance and Processing, the Sr. Associate Director is responsible for training, and, when necessary, coaching employees on best practices in the delivery of customer service. Functions as the point of intervention before reaching the Assistant Vice Provost for all client issues from within the office.
SPECIAL CASE MANAGEMENT
The Sr. Associate Director is the point of referral for escalated unusual, difficult and sensitive student cases for handling and resolving. In this role, the Sr. Associate Director must be knowledgeable and skilled at leveraging the available support services and resources. Must be able to act quickly to defuse difficult and sometimes emotion-filled and/or heated situations and conversations. Must be able to recognize students who warrant immediate or escalated assistance or services.
Handling and resolution of these cases may involve collaboration with any office on campus, including the President's Office, Executive Vice President and Provost's Office and any office within Student Affairs or Academic Affairs, Controller's Office, Student Financial Services Office, Ombudsman's Office, University Counsel, etc.
FINANCIAL AID COUNSELING AND OUTREACH
Provides oversight and direction to the Associate Director of Financial Aid Counseling and Outreach in management of the office's counseling unit. This requires the Sr. Associate Director to possess a thorough understanding of federal, state and university laws, regulations and policies concerning the application, verification, packaging and delivery of student financial aid. In collaboration with the Associate Director of Financial Aid Counseling and Outreach, the Sr. Associate Director is responsible for evaluating the counseling and outreach area to ensure they are working to the highest degree of efficiency and proposing changes to office policies and/or procedures to that end.
Oversees the Assistant Director, Student Loan Programs in management of LMU's loan portfolio. The loan unit is responsible for all facets of the federal, private and institutional loan programs including Federal Direct Loans, Federal Parent (PLUS) Loans, Federal Graduate (GPLUS) loans, institutional loans (in collaboration with Student Financial Services) and private loans for all undergraduate, graduate and law students. Ensuring that student loan programs are administered in an efficient and equitable manner while maintaining program integrity and compliance with all federal, state and institutional regulations and policies. Collaborates with the University's Controller Office to ensure the timely draw downs and monthly reconciliation of funds for federal and state aid programs.
RECONCILIATION AND REPORTING
Performs a wide range of duties with a focus on close out and reconciliation. Facilitates the return of funds process and internal/external reconciliation for State and Title IV programs in accordance with regulations. Effectively collaborates with college departments having involvement in facilitating return of funds and reconciliation processes to ensure compliance. The Sr. Associate Director is responsible for ensuring the timely preparation and submission of all financial reports including the annual Fiscal Operations Report and Application to Participate (FISAP) required by the federal government.
Ensures proper funds matching rules and regulations are followed for the administration of campus funds such as the FSEOG (Federal Supplemental Opportunity Grant) and the federal and institutional work study. The Sr. Associate Director works closely with the Controller's Office to initiate transfers of funds to support the matching requirements. Ensures that all funds are proactively monitored for over/under-utilization and that the Assistant Vice Provost Financial Aid is immediately alerted to any potential issues.
Sr. Associate Director manages aspects of the work-study programs, ensuring timely and accurate reporting, awarding, and processing. Serves as a liaison between Student Employment Services (SES), Human Resources, Controller's Office and Information Technology Services (ITS) for all work-study processes and programming. Ensures compliance with federal, state, and financial aid requirements surrounding the work-study program and student employment. Responsible for bi-weekly, monthly, and annual accounting and reconciliation of the work-study program. Independently researches discrepancies and anomalies and initiates corrective actions.
FINANCIAL AID COMPLIANCE AND PROCESSING
Provides oversight and management to the Associate Director Compliance and Processing, who along with the Sr. Associate Director is responsible for the management, oversight, and compliance of the financial aid administration for the university. The Sr. Associate Director recommends and oversees implementation of changes to policies and procedures ensuring the accurate, efficient, and timely delivery of student aid. Develops and implements financial aid policies in response to federal, state, and university policy initiatives and independently monitors federal, state, and university financial aid trends. The compliance and processing unit is responsible for critical financial aid processes such as verification, packaging, revisions, and satisfactory academic progress, among others. The Sr. Associate Director in collaboration with the Associate Director of Financial Aid Compliance and Processing are responsible for ensuring that the compliance staff are accurately, compliantly, and equitably delivering student financial aid.
Other duties and responsibilities as assigned.
Loyola Marymount University Expectations
Exhibit behavior that supports the mission, vision, and values of the university. Communicate and employ interpersonal actions that model high standards of professional, responsible, accountable, and ethical conduct. Demonstrate a commitment to outstanding customer service.
Typically a Bachelor's degree in public administration, business administration, finance, accounting or an allied field; or an equivalent combination of education and experience. Incumbent will be expected to continue upgrading knowledge, skills, and abilities needed to keep abreast of regulation/policy changes.
Minimum seven years' experience in student financial aid in progressively responsible positions.
Leads by example and demonstrates strong leadership skills that foster a productive, cooperative, harmonious and respectful work environment across all areas of the office.
Adept at working with and motivating a diverse staff.
Demonstrated superior customer service skills, including demonstrated experience defusing difficult and sometimes emotion-filled and/or heated situations and interactions.
Ability to demonstrate empathy while maintaining professional decorum and adherence to policies, regulations and rules.
Ability to maintain confidentiality of sensitive student and human resources issues and situations.
Superior understanding of laws, regulations and policies governing the delivery of student financial aid.
Superior understanding of financial aid cash management rules and regulations.
Demonstrated project management experience to respond to both short and long-term projects, meeting deadlines with initiative and imagination; ability to successfully lead complex projects either independently or by leading a team.
Skilled at finding new, creative and different workable solutions to difficult problems and situations.
Superior written and oral communication skills to articulate complex information and issues clearly, concisely, and persuasively; written communication skills must be sufficiently advanced such that little or no further revision by others is usually required.
Strong interpersonal skills to work harmoniously and effectively with staff at all levels in the office and across the campus.
Solid analytical and accounting skills.
Highly developed organizational skills.
Ability to apply judgment and political acumen necessary to represent the Assistant Vice Provost Financial Aid and LMU Financial Aid effectively in relations with other offices, AICCU and other higher education institutions and agencies.
Meticulous attention to detail and accuracy.
Highly proficient with MS Office Suite (Word, Excel) in a Windows environment.
Preferably knowledge of Banner Financial Aid System and Workday Student System.
The above statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified.
COVID VACCINATION REQUIREMENT:
To ensure the safety and well-being of our community Loyola Marymount University requires that all students, faculty and staff are vaccinated or have been approved for a qualifying medical or religious exemption.
Founded in 1911, LMU is a premier Catholic university rooted in the Jesuit and Marymount traditions. Our enrollment includes 5,962 undergraduate, 2,129 graduate and 1,278 law school students. Our 142-acre bluff-top campus is located in West Los Angeles and is among the nation's most beautiful and green campuses.