Assistant Director of Financial Aid

Assistant Director of Financial Aid

Department: Office of Scholarships and Financial Aid

Division: Enrollment Management

Reports To: Dean of Scholarships and Financial Aid

FLSA Status: Non-Exempt

Position Summary

The Assistant Director of Financial Aid provides operational leadership within the Office of Scholarships and Financial Aid. This position is responsible for supervising front-line staff ensuring compliance with federal and institutional regulations managing scholarship administration processes and supporting reconciliation functions. Due to the nature of this position this position is not eligible for remote work.

The Assistant Director plays a critical role in maintaining the integrity of financial aid operations supporting student success and ensuring accurate stewardship of federal state and institutional funds.

Key Responsibilities

Leadership & Office Operations

• Supervise front desk personnel and one Financial Aid Counselor providing training performance oversight and professional development support.

• Coordinate daily office operations to ensure efficient service delivery and responsiveness to students and families.

• Monitor workflow resolve escalated inquiries and support staff with policy interpretation and procedural guidance.

• Review revise and maintain financial aid forms and internal documentation to ensure clarity and compliance.

Systems & Technical Administration

• Maintain and support of Academic Works scholarship management system.

• Collaborate with IT Enrollment Management and Academic Departments making awards to implement system enhancements and ensure data integrity.

Compliance & Federal Fund Management

• Perform Return to Title IV (R2T4) calculations for students who withdraw ensuring timely and accurate processing in accordance with federal regulations.

• Reconcile Federal Direct Loan funds monthly identifying and resolving discrepancies to maintain compliance.

• Monitor adherence to Title IV regulations and institutional policies.

• Assist with audit preparation and documentation as needed.

Scholarship Administration

• Oversee the awarding and disbursement of endowed and institutional scholarships in accordance with donor intent and university policies.

• Supervise scholarship-related processes and support the Financial Aid Counselor assigned to scholarship administration.

• Ensure timely fund utilization and accurate reporting of endowed scholarship activity.

Qualifications

• Demonstrated experience in financial aid administration preferably within a private or nonprofit higher education institution.

• Ability to work standard business hours onsite at the University.

• Strong working knowledge of Title IV regulations federal and state financial aid programs and the financial aid lifecycle.

• Experience performing R2T4 calculations and Direct Loan reconciliation.

• Proficiency with PeopleSoft Campus Solutions; experience with AcademicWorks or similar scholarship platforms preferred.

• Demonstrated supervisory or team leadership experience.

• Strong analytical mathematical and problem-solving skills.

• Excellent written and verbal communication skills with a commitment to high-quality student service.

Education

• Bachelors degree required.

Working Conditions

• Occasional evening and weekend hours during peak processing periods.

• High volume of in-person phone and electronic communication.

• May require extended hours during compliance or reconciliation cycles.

• Standard office environment.

• Limited travel.

The University of St. Thomas is an equal opportunity employer.

Required Experience:

Director