Job Information

University of Utah Financial Aid Program Manager, Grant Programs & Returns in Salt Lake City, Utah

Open Date 08/27/2021

Requisition Number PRN27488B

Job Title Manager, Program(s)

Working Title Financial Aid Program Manager, Grant Programs & Returns

Job Grade F

FLSA Code Administrative

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 $58,300 to $68,999

Close Date

Open Until Filled Yes

Job Summary

Directs and develops federal, state, and third-party grant programs, as well as the return of Title IV funds (R2T4) processes. Assumes primary responsibility for management of such programs and processes in the University Office of Scholarships and Financial Aid ( UOSFA ) and coordinates with partner offices. Supports effective management of office, including processing, services, and communications.

Responsibilities

1. PROGRAM MANAGEMENT AND DEVELOPMENT

a. Manages designated programs and processes in a manner that ensures institutional compliance, program intent and goals, and full utilization of funding; adheres to relevant rules, regulations, policies, and practices

b. 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

c. Communicates policies and procedures (including rights and responsibilities) to students, families, and colleagues in an accurate, timely, effective, thorough, equitable, and inclusive manner

d. Regularly revises, updates, and distributes manual(s) to ensure awareness of applicable and regulations, policies, and procedures, as well as rights and responsibilities (for students and colleagues)

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

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

g. Ensure award and payment records are accurate and all reporting and data submissions are completed accurately and timely

h. 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

i. Prepares 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

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

2. SERVICE , PROCESSING , AND COMMUNICATIONS

a. Supports and assists as needed timely, accurate, and effective services, processing, and communications, including, but not limited to:

i. Monitors and adjusts, as appropriate, student financial aid awards to ensure eligibility compliance as well as timeliness and accuracy of authorized payments

ii. Effectively advances processing and service workloads including delivery of services and processing; adjusts accordingly in collaboration with managers to ensure balanced, timely, accurate, well-documented, equitable, and inclusive services and processing within benchmarks established by supervisor and/or office management team

iii. Determines eligibility for scholarships and financial aid, including types and amounts to be awarded or adjusted, in accordance with established federal and university standards and guidelines

iv. As needed, applies verification and appeals policies/requirements accurately, consistently, fairly, and equitably

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

3. COMPLIANCE AND SUPPORT

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

4. TRAINING AND PROFESSIONAL DEVELOPMENT ; PROFESSIONALISM

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; 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

e. Assists with financial aid outreach events, delivering information and responding to event questions accurately, timely, completely, and professionally

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

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

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

5. GENERAL MANAGEMENT

a. Effectively manages areas of responsibilities and partners in monitoring and assurance that overall office operations are functional, accessible, efficient, compliant, and free of conflicts of interest

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

c. Follows established timelines/calendars for projects/tasks

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

e. 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

f. Maintains effective working relationships and serves as a resource regarding scholarship and financial aid issues, policies, and procedures

g. 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.

Work Environment and Level of Frequency typically required

Nearly Continuously: Office environment.

Physical Requirements and Level of Frequency that may be required

Nearly Continuously: Sitting, hearing, listening, talking.

Often: Repetitive hand motion (such as typing), walking.

Seldom: Bending, reaching overhead.

Minimum Qualifications

Bachelor’s degree in a related area or equivalency (2 years related work experience may be substituted for 1 year of education). Four to six years of progressively more responsible management experience. Background knowledge of hiring department’s area of specialization in order to analyze, plan and draw conclusions for recommendations to superiors. Demonstrated leadership skills in planning and directing employees and processes in order to effectively monitor and develop subordinates and to ensure the smooth operation of department. Completion of provided supervisory training within one year of employment may be required. Master’s degree in a related area may be preferred.

Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description.

Preferences

Prefer previous work experience in a higher education setting. Also preferred is the demonstrated ability to effectively manage complex federal, state, and institutional programs, as well as 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

801-581-8365

oeo@utah.edu

Online reports may be submitted at oeo.utah.edu

For more information: https://www.utah.edu/nondiscrimination/

To inquire about this posting, email: employment@utah.edu (%20employment@utah.edu) 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.