Office of Financial Aid and Scholarships Assistant Director of Operations

Position Highlights

Under the direction of the Associate Director’s, the Assistant Director of Operations serves in a role where they are responsible for performing diverse and complex functions that require excellent judgement for processing financial aid in compliance with federal and state regulations, institutional policy and in support of university enrollment goals. This position supports the operations related to financial aid administration and are expected to understand high-level compliance requirements and have the ability to execute and deliver divisional and departmental critical work with limited oversight.  This position assists RIT in meeting goals through the strategic use of available funds, use of their professional judgment and by providing quality service in response to student, family and institutional needs.

The Assistant Director of Operations works closely with colleagues and other administrative and academic departments to ensure consistency in policies, practices, compliance, service to students and in some instances may validate other staff work.  They are expected to maintain a thorough working knowledge of and seek to continuously improve the application of technology and regulations in financial aid. They regularly review professional journals and periodicals, actively participate in professional organizations at the state, and regional levels.

Exercise professional judgment when making decisions. Understand high-level compliance requirements and provide assurance and leadership on compliance-related needs. Have the ability to execute special department projects independently. Support the goals of Enrollment Management in the recruitment of prospective students and retention of continuing students. Make recommendations to leadership where appropriate.  

Serve as a representative and advisor to the university community, federal and state agencies, scholarship foundations, high schools, other universities, prospective and continuing students and families as well as internal staff. Must engage in frequent contact with a large cross section of university personnel that may include Admissions, Student Financial Services, Registrar, Disability Services, Housing, Dining, academic departments, etc. Support community efforts to make applying for financial aid accessible.

Analyze/evaluate reports, family financial data, special aid program regulations, to determine eligibility and make offers and revisions within federal, state, donor and/or institutional guidelines where applicable. Correspond with students to provide customer service with diplomacy and tact while upholding Institute policies and respecting families’ privacy and confidentiality. Responsible for understanding and applying a thorough knowledge of federal, state, and institutional policies and regulations to be certain aid is offered within eligibility requirements. Responsible for the completion of monthly reconciliation reports internally and for outside organizations, insuring RIT’s compliance with each programs regulations as well as maintaining and updating internal RIT policy, federal and or state regulations when applicable.

Responsible for the execution and delivery of divisional and departmental critical work with limited support from leadership. 

Key responsibilities include:

•  Determination of eligibility, aid administration and required reporting for students enrolled through special programs such as: Say Yes to Education, Rochester City Scholars, Tuition exchange, Foster Youth, NYS TAP and other state programs, etc. Select recipients, revise financial aid awards as needed to reflect changes in student eligibility due to enrollment in specific programs. 
• Assist in construction of compliant procedures and training related to administration of New York State satisfactory academic progress (TAPSAP)
• Designated RIT Certifying Officer for New York State Grants and Scholarships administered by the Higher Education Services Corporation (HESC) as well as Certifying Officer for other State Grants awarded to RIT students.
• Answer questions, inquiries, or requests from Offices and agencies who partner with the Office of Financial Aid and Scholarships and RIT, verbally or in writing regarding specific financial aid programs and eligibility. Prepare and present information regarding these programs for campus groups, high school students, and parents at meetings, group discussions.
• Calculation of revised aid eligibility and funds to be returned for students who withdraw or take a leave of absence (Return to Title IV calculation) in compliance with federal regulations
• Partnership with selected RIT offices on compliance issues related to withdrawal, leave of absence and the processing of Return to Title IV calculation
• Ownership of all alternative loan processing including but not limited to: enrollment certifications, adjustments to loan amounts, reconciliation and point person for lender representatives.
• Completion of reports to outside organizations, insuring RIT’s compliance with each programs regulations as well as maintaining and updating internal RIT policy when applicable. Manage compliance of citizenship documentation utilizing federal Systematic Alien Verification for Entitlements (SAVE) System for third step verification if conflicting information
• Support construction of data tables and text, testing and implementation of financial aid and other required software. Provide policy and system guidance to leadership internal and external offices, ensure certification system is accurate, and adequately tested as required by the Electronic Financial Aid Network (EFAN) Agreement
• Ensure compliance with website presence and Chat bot content

Essential Duties & Responsibilities

• Develop, implement, and continuously improve policies and procedures to ensure compliance with evolving federal, state, and institutional financial aid regulations
• Evaluate student eligibility, analyze reports, review discrepancies, and process revisions to ensure accurate awarding and disbursement of financial aid
• Verifies and analyzes financial data to determine aid eligibility and make awards within federal, state, donor and/or institutional guidelines for new, continuing, transfer, and re-entry students
• Works across departments to ensure data integrity and proper reporting through RIT systems and software in compliance with federal regulations
• Facilitates financial aid workshops, orientations, and outreach/admissions events to educate students and families about financial aid options and responsibilities
• Conducts audits to ensure accurate awards, valid supporting document, and compliance with applicable policies, laws, and regulations
• Other duties as assigned

Knowledge, Skills, & Abilities

• Knowledge of financial aid programs, including scholarships, emergency loans, and eligibility requirements
• Skill in multi-tasking, project management, prioritization, and organization
• Ability to work accurately and efficiently with financial aid technologies and computerized systems to collect, document, synthesize, and process information
• Ability to handle sensitive situations with empathy, cultural awareness, and confidentiality

Minimum Education & Experience

• Bachelor's degree in related field
• 3 years of relevant experience
• Equivalent combination of experience and education may be considered

Job Level Overview

Specialized Contributor Level 2 - A fully functional role requiring established knowledge of the profession or field of work. Responsible for completing substantive assignments and projects. Problems are varied and non-routine, and resolution requires exercising judgment, analysis, advisement, creativity, and understanding broader sets of issues. May provide assistance to entry level staff.

FLSA Category

Work Location

Compensation

Application Materials

When you are ready to complete an application for this position please be prepared to submit the below requested information.  This will be required to ensure your application is processed in a timely manner.

Candidates must be eligible to work in the United States.

Additional Details

In compliance with NYS's Pay Transparency Act, the salary range for this position is listed above. Rochester Institute of Technology considers factors such as (but not limited to) scope and responsibilities of the position, candidate's work experience, education/training, key skills, internal peer equity, as well as, market and organizational considerations when extending an offer. The hiring process for this position may require a criminal background check and/or motor vehicle records check. Any verbal or written offer made is contingent on satisfactory results, as determined by Human Resources. RIT provides equal opportunity to all qualified individuals and does not discriminate on the basis of race, color, creed, age, marital status, sex, gender, religion, sexual orientation, gender identity, gender expression, national origin, veteran status or disability in its hiring, admissions, educational programs and activities. RIT provides reasonable accommodations to applicants with disabilities under the Rehabilitation Act, the Americans with Disabilities Act, the New York Human Rights Law, or similar applicable law.

If you need reasonable accommodation for any part of the application and hiring process, please contact the Human Resources office at 585-475-2424 or email your request to [email protected]. Determinations on requests for reasonable accommodation will be made on a case-by-case basis.