What are the responsibilities and job description for the Assistant Director, Student Financial Services position at Alvernia University?
Job Summary
The Assistant Director is a motivated and detail-oriented professional responsible for maintaining a comprehensive understanding of federal, state, and institutional student aid programs, regulations, and procedures. This role supports systems and operational functions within the Office of Student Financial Services (SFS) while providing high-quality counseling and support to students and families throughout the financial aid process.
Working in a collaborative and diverse environment, the Assistant Director partners closely with students, families, faculty, and staff to ensure accurate guidance regarding financial aid eligibility, verification, need analysis, and financing options. The position works in close collaboration with the Director and SFS staff and regularly partners with campus departments including Undergraduate Admissions, Graduate and Adult Education, Residence Life, and Student Activities.
Strong organizational skills, a commitment to confidentiality, and polished written and verbal communication abilities are essential. The role requires flexibility to support institutional needs, including occasional evening, weekend, and travel commitments.
Essential Functions:
Mission, Culture & Leadership
- Model Alvernia’s Franciscan values through compassionate service, ethical leadership, and commitment to fostering a welcoming and respectful community for all.
- Cultivate a culture that prioritizes transparency, accessibility, and proactive communication.
Student Support & Customer Service
- Maintain strict confidentiality of all SFS activities and student records.
- Deliver high-quality customer service to students, families, and campus partners.
- Assist Associate Director with the implementation of Financial Wellness and Literacy Initiatives, ensuring resources are accessible and relevant to diverse student populations
- Provide financial aid counseling to prospective and current students/families, including guidance on aid programs, verification, award packages, and financing options.
- Respond to student and family inquiries in a timely manner, generally within 24–48 business hours, depending on complexity and volume.
- Assist students and families with general financial aid, student accounts, and academic-related questions.
- Monitor the financial aid/student balance hold list each semester.
- Support communications related to missing documents, verification items, and processing follow-up.
Regulatory Compliance & Risk Management
- Interpret and apply complex federal, state, and institutional financial aid regulations; maintain compliance with Title IV, FERPA, and consumer information requirements.
- Maintain and regularly update policy and procedure manuals consistent with NASFAA standards of excellence and NACUBO financial accountability guidelines.
Counseling & Campus Collaboration
- Use a holistic, best-practice–based counseling approach to support traditional, graduate, and adult learners throughout their educational journey.
- Collaborate closely with key student service offices including Registrar, Admissions, Residence Life, Navigation, S.O.L.A.R., GAE, and the Holleran Center to resolve student issues and ensure coordinated support.
Operations & Compliance
- Assist with creating and maintaining custom and standard reports, selection sets, and other PowerFAIDS/JFA functions to enhance processing efficiency.
- Support monthly and annual federal and state aid reconciliation processes to ensure regulatory compliance.
- Assist with system oversight, including data integration and maintaining scheduled PowerFAIDS/JFA events (anticipated aid, disbursement, etc.).
- Assist with completion of annual reports and internal reporting needs.
Professional Development & Representation
- Lead or contribute to internal training and professional development initiatives that enhance compliance, service excellence, communication, and inclusive practices across the organization.
- Serve as a positive ambassador for the organization by communicating its mission, values, and offerings effectively to internal and external audiences.
- Represent the university at recruitment and outreach events, including open houses, orientations, and community engagement programs.
Specialized Focus
- Serve as the institutional VA Certifying Official, ensuring compliance with all federal and institutional requirements for veteran and military-connected students.
- Review and process Special Circumstances/Professional Judgment requests, evaluating documentation and implementing appropriate aid adjustments in accordance with federal guidelines.
- Assist with the administration and processing of PHEAA state grant programs, ensuring accuracy, timeliness, and regulatory compliance.
- Manage and maintain SFS website content, catalog information, and event-related materials, ensuring updates are accurate, timely, and consistent across platforms.
- Support Graduate and Adult Education (GAE) financial aid packaging in coordination with institutional policies and program requirements.
Other Responsibilities
- Perform additional duties assigned to support departmental and organizational needs.
- Position requires occasional evening, weekend, extended hours, and off-site travel.
Qualifications/Education:
- Commitment to the organization’s mission, values, and service-oriented culture.
- Bachelor’s degree required, Master’s degree in a related field preferred.
- Minimum of 3–5 years of progressive financial aid or student financial services experience
- Comprehensive knowledge of Title IV regulations, state grant programs, and institutional aid administration.
- Strong proficiency with PowerFAIDS, Jenzabar, EDConnect, COD, NSLDS, and related systems a plus.
- Excellent analytical, documentation, and problem-solving skills.
- Strong interpersonal, communication, and conflict-resolution abilities.
- Ability to manage multiple priorities, meet deadlines, and adapt to changing regulatory environments.
- Ability to maintain confidentiality and exercise sound judgment.
Physical Requirements:
- Regular and reliable attendance is essential for the performance of this role.
- Prolonged periods of sitting at a desk and working on a computer.
- Must be able to lift 15 pounds at times.
Employee Benefits:
Join a team that values your well-being! We offer a comprehensive benefits package designed to support you and your family:
- Robust Health Coverage: Choose from three offered medical plans, plus dental and vision.
- Financial Security: Enjoy University-paid life/AD&D insurance and long-term disability, with options for short-term disability and supplemental coverage for you and your family (including accident, critical illness, and hospital indemnity plans). Flexible spending accounts are also available.
- Exceptional Retirement: Start saving immediately with our 403(b) Retirement Plan. You will get 100% immediate vesting, a University gift contribution, and a generous match up to 5% of your deferrals.
- Time Off & Flexibility: Take advantage of 18 paid holidays each year and the possibility of flexible or hybrid work options for many roles.
- Invest in Your Future: Enjoy tuition remission benefits for yourself and your dependents.
- On-Campus Wellness: Benefit-eligible employees on our main campus receive free access to our Medical & Counseling Center.
- Employee Meal Plan: This plan provides convenient, flexible dining options on campus at a reduced cost.