Description
SUMMARY
Reporting to the Director of Financial Aid, the Deputy Director of Financial Aid Operations plays a critical leadership role in managing the daily operations of the Office of Financial Aid at Montclair State University and serves as a member of the Enrollment Management Leadership team. The Deputy supports the Director in ensuring the effective, compliant, and student-centered delivery of all federal, state, and institutional financial aid programs. The Deputy Director provides operational oversight, supervises key staff, and leads the continuous improvement of processes within the Banner Financial Aid system to enhance efficiency, accuracy, and service excellence. The Deputy Director serves as the Acting Director in their absence.
PRINCIPAL DUTIES AND RESPONSIBILITIES
Assist the Director in providing strategic and operational leadership for all aspects of financial aid administration.
Supervise the senior leadership team and evaluate staff responsible for awarding, compliance, customer service, and systems operations.
Develop, implement, and monitor operational policies and procedures to ensure compliance with federal Title IV regulations, New Jersey Higher Education Student Assistance Authority (HESAA) rules, United States Collegiate Athletic Association (USCAA), and institutional policies.
Oversee the functional operation of Ellucian Banner Financial Aid and newly implemented Workday systems, including setup, testing, rule building, and process automation.
Collaborate with Information Technology, Enrollment Management, and the Office of Student Accounts to maintain data integrity and improve system integration.
Manage the annual aid cycle setup, including verification, packaging, disbursement, and reconciliation processes.
Lead efforts to streamline operations, improve processing timelines, and ensure exceptional student service.
Ensure institutional compliance with federal, state, and institutional regulations and audit requirements.
Prepare reports and data analyses for internal and external stakeholders, including audits, program reviews, and retention studies.
Maintain expert knowledge of federal and state regulations, and updating policies and procedures as needed.
Oversee reconciliation of all aid programs in collaboration with the Controller’s Office and the Office of Student Accounts.
Support initiatives to enhance financial literacy, outreach, and retention through proactive communication and counseling.
Partner with College/School Student Success Centers to align financial aid strategies with student retention and completion goals.
Develop and implement staff training programs related to regulatory updates, systems functionality, and customer service.
Represent the university at professional conferences, workshops, and committees (EASFAA, NJASFAA, NASFAA).
Participate in university and community events as needed.
Perform other duties as assigned.
Management retains the right to change or add job duties at any time.
Requirements
REQUIRED:
Master’s degree from an accredited college or university.
Minimum of 5 years of progressively responsible experience in financial aid administration, including supervisory or management experience.
Minimum of 5 years of experience with Ellucian Banner.
Experience with report generation, preferably in COGNOS.
Strong analytical, organizational, and problem-solving skills.
Comprehensive knowledge of State and Federal regulations affecting financial aid.
Experience supporting Federal grants, State grants, Private and Direct Lending process.
Excellent communication and interpersonal skills with commitment to student service.
PREFERRED:
Proficiency in SQL
Proficiency in Spanish.
Proficiency in Workday Student
Experience with state grant systems
NASFAA credentials.
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