Job Information

University of Utah Assoc Dir, Program Mgmt & Payment Records in Salt Lake City, Utah

Open Date 09/03/2021

Requisition Number PRN27579B

Job Title Assoc Director, Administration

Working Title Assoc Dir, Program Mgmt & Payment Records

Job Grade F

FLSA Code Executive

Patient Sensitive Job Code? No

Standard Hours per Week 40

Full Time or Part Time? Full Time

Shift Day

Work Schedule Summary

Monday thru Friday; 8:00 – 5:00 with some weekend and evening work as necessary

VP Area Academic Affairs

Department 00294 - Financial Aid

Location Campus

City Salt Lake City, UT

Type of Recruitment External Posting

Pay Rate Range $68,999 - $90,400

Close Date

Open Until Filled Yes

Job Summary

Position provides direction and oversight ensuring student aid programs are managed effectively and in a compliant manner, and that all funds are originated, authorized, reconciled, and reported timely and accurately.



a. Oversees and ensures effective management of federal, state, and other non-institutional (third-party) financial aid programs

b. Manages team of program managers to ensure administration and distribution of designated programs and processes follow relevant rules, policies, and practices; that program intent and goals are met to the maximum extent practicable; and full utilization of funding occurs within an academic year

c. Monitors and ensures integration and coordination of myriad program regulations and policies, including identifying and managing conflicting or complementary regulations, competing or unique reporting deadlines, and data entry and calculations

d. Establishes, monitors, and executes oversight that assures award and payment records are accurate and all reporting and data submissions are completed accurately and timely, including timely transmissions, reconciliation, and reporting

e. Serves as primary liaison to non-institutional agencies administering programs

f. Ensures appropriate consumer information for designated programs/processes is available to students and colleagues; ensures effective related communications, counseling, and training for students and colleagues

g. Ensures effective communication of policies and procedures (including rights and responsibilities) to students, families, and colleagues in an accurate, timely, effective, thorough, equitable, and inclusive manner

h. Oversees regular revision, update, and distribution of manual(s) providing awareness of applicable regulations, policies, and procedures, as well as rights and responsibilities (for students and colleagues)

i. Ensures effective advice and counseling provided for inquiries and recipients

j. Fosters constructive working relationships with on- and off-campus program/process partners and colleagues

k. On at least an annual basis, assesses composition of and need for designated programs and their utilization; prepares summary of analysis and determines appropriate distribution in collaboration with supervisor and/or Executive Director

l. Reviews all contractual agreements and/or memoranda of understanding between the University of Utah and relevant program partners, if required, and ensures draft agreements are reviewed and approved by university legal services staff

m. Serves as subject matter expert and lead for designated programs


a. Maintains expertise in laws, regulations, policies, procedures, and high impact practices affecting eligibility for and management of designated programs/processes

b. Monitors eligibility determinations for designated programs to ensure they are accurate and reasonable, and that adjustments are made appropriately and timely; ensures maintenance of thorough documentation of eligibility determinations, compliance, adjustments, and all related transactions for purposes of audits and program reviews

c. Maintains access to and a working knowledge of relevant internal and external systems

d. Ensures clear and accurate documentation of transactions, conversations, and interactions affecting student eligibility and/or compliance with applicable policies

e. Adheres to all statutory, regulatory, and policy guidance, including office policies and procedures

f. Maintains privacy and confidentiality of student and family data and information

g. Maintains security of student records and related information

h. Actively participates in and contributes to overall office effectiveness and compliance, including support for intra-office audits and compliance reviews


a. Supports and assists (as needed) timely, accurate, and effective services, processing, and communications, including, but not limited to monitoring and adjusting eligibility determinations, payment authorizations, service and processing inquiries, and appeals

b. Professionally addresses and works toward resolution of complex or novel situations encountered in processing and service work of office

c. Ensures professional delivery of services, including maintenance of data/information security, privacy, and confidentiality

d. Follows appropriate records management procedures and complies with record keeping and archival requirements

e. Completes multiple complex reports used to monitor and assure service and processing benchmarks, as well as accuracy of eligibility and payments

f. Completes assessments of services and needs for programs, including impact assessments


a. Maintains current knowledge of policies, rules, regulations, technical standards, and high-impact practices associated with administering and delivering federal, state, institutional, and private programs, including associated systems and emerging technologies

b. Actively participates in professional meetings, conferences, and workshops; meets and communicates clearly with colleagues in similar positions/roles; researches industry practices; shares resulting knowledge and research with management and staff in order to serve well the students and the institution

c. Participates in approved professional development activities in coordination with supervisor

d. Ensures area policies and procedures are current and accurate; prepares and delivers training for direct reports and office staff on changes or updates to areas of responsibility

e. Provides clear and accurate documentation of transactions, conversations, interactions, and edits to records affecting student eligibility and/or compliance with applicable regulations, statutes, and/or policies

f. Supports financial aid outreach events, ensuring delivered information and question responses are accurate, timely, complete, and professional

g. Maintains professional appearance and demeanor, including when engaging students, families, colleagues, and members of the public

h. Collaborates with other employees on office committees regarding policy, procedures, and training opportunities

i. Assists in training new employees (permanent and temporary, including interns and graduate assistants), as needed


a. Effectively manages areas of responsibility and effectively supervises staff who are direct reports, including temporary and student workers

b. Acts as partner in office management team’s monitoring of and assurance that overall office operations are functional, accessible, efficient, compliant, inclusive, and free of conflicts of interest

c. Routinely and thoroughly reviews output and reports for accuracy and compliance

d. Follows established timelines/calendars for projects/tasks

e. Routinely informs supervisor and senior management team of status updates regarding the designated programs/processes; advises management of anomalies, trends, or patterns affecting student and program eligibility

f. As needed, serves on and/or oversees various office committees, which may include such functions as communications plan, appeals processes, outreach, personnel, forms and publications, etc.; position may also be asked to serve on Enrollment Management and/or University committees

g. Maintains effective working relationships and serves as a resource regarding student aid programs, as well as scholarship and financial aid issues, policies, and procedures

h. Performs other duties as assigned by supervisor and/or Executive Director, including providing assistance in other areas within UOSFA during peak or seasonal periods for processing and service

This job description is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to the job.

Minimum Qualifications

Bachelor’s degree in Business or Public Administration, or a related area, or equivalency required; plus six years of progressively more responsible management experience; and demonstrated leadership, human relations and effective communication skills also required.

Master’s degree in Business Administration or related area preferred. Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description.


Prefer previous work experience in a higher education setting managing one or more federal and/or state student aid programs. Also prefer previous work experience managing fund originations, disbursements, reconciliation, and reporting. Also preferred is the demonstrated ability to work with and serve well a diverse population of students.

Type Benefited Staff

Special Instructions Summary

Additional Information

The University of Utah values candidates who have experience working in settings with students from diverse backgrounds and possess a strong commitment to improving access to higher education for historically underrepresented students.

Individuals from historically underrepresented groups, such as minorities, women, qualified persons with disabilities and protected veterans are encouraged to apply. Veterans’ preference is extended to qualified applicants, upon request and consistent with University policy and Utah state law. Upon request, reasonable accommodations in the application process will be provided to individuals with disabilities.

The University of Utah is an Affirmative Action/Equal Opportunity employer and does not discriminate based upon race, ethnicity, color, religion, national origin, age, disability, sex, sexual orientation, gender, gender identity, gender expression, pregnancy, pregnancy-related conditions, genetic information, or protected veteran’s status. The University does not discriminate on the basis of sex in the education program or activity that it operates, as required by Title IX and 34 CFR part 106. The requirement not to discriminate in education programs or activities extends to admission and employment. Inquiries about the application of Title IX and its regulations may be referred to the Title IX Coordinator, to the Department of Education, Office for Civil Rights, or both.

To request a reasonable accommodation for a disability or if you or someone you know has experienced discrimination or sexual misconduct including sexual harassment, you may contact the Director/Title IX Coordinator in the Office of Equal Opportunity and Affirmative Action:

Director/ Title IX Coordinator

Office of Equal Opportunity and Affirmative Action ( OEO /AA)

135 Park Building

Salt Lake City, UT 84112


Online reports may be submitted at

For more information:

To inquire about this posting, email: ( or call 801-581-2300.

The University is a participating employer with Utah Retirement Systems (“URS”). Eligible new hires with prior URS service, may elect to enroll in URS if they make the election before they become eligible for retirement (usually the first day of work). Contact Human Resources at (801) 581-7447 for information. Individuals who previously retired and are receiving monthly retirement benefits from URS are subject to URS’ post-retirement rules and restrictions. Please contact Utah Retirement Systems at (801) 366-7770 or (800) 695-4877 or University Human Resource Management at (801) 581-7447 if you have questions regarding the post-retirement rules.

This position may require the successful completion of a criminal background check and/or drug screen.