What are the responsibilities and job description for the Associate Director of Financial Aid position at Southern Wesleyan University?
- Job type
Full Time - Location
Central AGS - Department
Financial Aid Office - Salary
TBD - Required
- Education
- Bachelor's Degree
- Desired
- Education
- Master's Degree
Associate Director of Financial Aid
Accepting applications
About this position
ASSOCIATE DIRECTOR OF FINANCIAL AID
Position Description
LOCATION: Central, SC
CLASSIFICATION: Regular, full-time; exempt
REPORTS TO: Director of Financial Aid
SUPERVISES: Assistant Director of Financial Aid, Senior Financial Aid Counselor, and Financial Aid Counselor
Position Summary
The Associate Director of Financial Aid serves as the operational leader of the Financial Aid Office and is responsible for the day-to-day administration of federal, state, institutional, and private financial aid programs serving undergraduate and graduate students. The Associate Director leads financial aid operations, staff supervision, customer service, financial aid systems administration, workflow management, and operational compliance.
This position serves as the primary operational administrator for PowerFAIDS, Dynamic Forms, financial aid web content, and system integrations. The Associate Director oversees financial aid processes, ensures timely service delivery, maintains operational efficiency, and promotes a student-centered approach to financial aid administration.
The Associate Director serves as acting Director in the absence of the Director and works collaboratively with Admissions, Student Accounts, Academic Records, Information Technology, Student Success, and other campus partners to support enrollment, retention, and student success initiatives.
Essential Responsibilities
Financial Aid Operations Management (30%)
- Direct and oversee daily operations of the Financial Aid Office.
- Ensure timely processing of financial aid applications, verification, awarding, packaging, and disbursement activities.
- Develop and maintain operational workflows that promote efficiency, compliance, and exceptional customer service.
- Monitor processing timelines and service standards to ensure departmental goals are achieved.
- Establish and maintain operational calendars, processing schedules, and communication plans.
- Coordinate office coverage and workload distribution during peak processing periods.
- Recommend and implement process improvements that enhance efficiency and student experience.
- Monitor operational metrics and identify opportunities for continuous improvement.
- Ensure consistent application of financial aid policies and procedures.
Staff Leadership and Supervision (25%)
- Directly supervise Financial Aid Office staff.
- Establish performance expectations and departmental priorities.
- Conduct coaching, performance evaluations, and development planning for assigned staff.
- Coordinate onboarding, training, and professional development activities.
- Promote cross-training and succession planning to support departmental continuity.
- Foster a collaborative, student-focused, and mission-driven team environment.
- Serve as a resource for complex policy and procedural questions.
- Assist in recruitment, selection, and retention of departmental personnel.
- Assign workloads and establish performance expectations.
Systems Administration and Technology Management (25%)
PowerFAIDS Operations
- Coordinate routine updates to the Financial Aid website and online resources
- Serve as the day-to-day functional administrator for PowerFAIDS.
- Manage operational workflows, population selections, automation processes, and daily system functionality.
- Monitor imports, exports, interfaces, and routine processing activities.
- Assist with annual award-year implementation, testing, and setup activities.
- Assist with implementing configuration changes approved by the Director.
- Monitor system performance and identify opportunities for process automation and efficiency improvements.
- Coordinate resolution of system issues with vendors and Information Technology.
Dynamic Forms Administration
- Serve as the primary administrator for the University's Dynamic Forms platform.
- Develop, maintain, and enhance financial aid forms and electronic workflow processes.
- Build and manage electronic forms that support verification, appeals, professional judgment requests, dependency overrides, and institutional processes.
- Manage workflow routing, approvals, notifications, and document collection processes.
- Ensure forms and workflows remain aligned with regulatory requirements and institutional policies.
- Test and implement new forms, upgrades, and workflow enhancements.
- Monitor usage and evaluate opportunities to improve efficiency through automation.
Website Administration & Consumer Information
- Serve as the administrator of the Financial Aid website.
- Ensure website content remains accurate, current, and compliant with federal, state, and institutional requirements.
- Coordinate updates related to:
- Financial aid policies and procedures
- FAFSA information
- Cost of Attendance
- Verification requirements
- SAP policies
- R2T4 policies
- Scholarship opportunities
- Loan information
- Consumer information disclosures
- Conduct routine website audits to ensure compliance, accessibility, and consistency.
- Collaborate with Marketing and Information Technology to improve website functionality and user experience.
About our ideal candidate
Systems Integration & EDconnect Backup
- Monitor data interfaces between PowerFAIDS and Jenzabar One (J1).
- Assist with troubleshooting and resolving system-related issues.
- Serve as backup administrator for EDconnect and federal file transmission processes.
- Process federal imports and exports during the Director's absence.
- Assist with monitoring federal file transmissions and reconciliation-related processing.
Compliance and Quality Assurance (10%)
- Monitor compliance with federal, state, and institutional regulations.
- Monitor compliance with federal, state, institutional, and NCAA requirements.
- Conduct quality assurance reviews to ensure consistency and accuracy in processing.
- Review complex student situations involving conflicting information and unusual circumstances.
- Assist with implementation of regulatory changes and new federal requirements.
- Support preparation for audits, compliance reviews, and accreditation activities.
- Monitor adherence to departmental policies and procedures.
- Promote a culture of compliance and accountability within the office.
Student Service and Campus Collaboration (10%)
- Assist students and families with escalated concerns.
- Serve as a liaison with Admissions, Student Accounts, IT, and the Registrar’s office.
- Participate in recruitment events, orientation programs, and financial aid presentations.
- Support initiatives designed to improve enrollment, retention, and student success.
- Represent the Financial Aid Office on university committees and projects as assigned.
SCTG Administration, NCAA Athletic Aid Administration & Campus Collaboration (10%)
State Grant and Athletics Administration
- Serve as the primary administrator of the South Carolina Tuition Grant (SCTG) program.
- Administer SCTG awarding, eligibility review, reporting, reconciliation, and compliance activities.
- Maintain compliance with all policies, procedures, and reporting requirements established by the South Carolina Tuition Grants Commission.
- Monitor SCTG fund utilization and coordinate reconciliation activities to ensure accurate expenditure reporting.
- Prepare and maintain SCTG documentation for audits, reviews, and institutional reporting.
- Serve as the primary administrator for NCAA athletic aid administration.
- Act as the primary liaison between the Financial Aid Office and the Athletics Department.
- Review athletic financial aid awards for compliance with NCAA, federal, state, and institutional regulations.
- Assist with athletic aid packaging and coordination of athletic scholarships.
- Support NCAA reporting and compliance reviews related to student financial aid.
- Collaborate with coaches, athletics compliance staff, Admissions, and Student Accounts to ensure accurate administration of athletic aid programs.
- Other duties as assigned.
QUALIFICATIONS
- Bachelor’s degree required; Master’s degree preferred. Three to five years of progressively responsible experience in financial aid, higher education administration, enrollment services, or a related field; or an equivalent combination of education and experience. Requires advanced proficiency in Microsoft Excel, PowerFAIDS, and J1 as well as the ability to analyze, reconcile, and report financial aid and student data accurately.
- Experience working in a higher education environment is strongly preferred.
- Familiarity with office management techniques is essential, along with excellent organizational skills and attention to detail.
- Must have excellent interpersonal and communication skills; excellent writing and editorial skills are required.
- Confidentiality, integrity, and discretion are essential.
- The ability to work with minimal supervision or instruction, the willingness to work in a team environment, and a commitment to customer service are essential.
- SWU is committed to maximizing the use of technology in its daily operations and in achieving its strategic goals; the ideal candidate will be familiar with integrated database management systems, including reporting, and have a high comfort level with web-based, mobile, and PC applications, including but not limited to the use of Microsoft Office (Outlook, Word, Excel, PowerPoint).
Mental Demands:
Confidentiality, Frequent Interruptions, Customer Interaction, Detailed Work, Mathematics, Reading, Reasoning, Stress Management, Verbal Communication, Written Communication. Requires comprehension of student financial aid forms, policies, and office procedures; strong organizational skills; ability to assimilate a large amount of detail.
OTHER REQUIREMENTS
- Mission and Lifestyle Expectations. The university is a Christian liberal arts institution in the Wesleyan-Holiness theological tradition. Given SWU’s unapologetically Christ-centered mission, all employees are expected to embrace the university’s Statement of Faith, respect its Wesleyan heritage, and adhere to its lifestyle expectations.
- Physical/Environmental Requirements
- Visual acuity is necessary to do editorial work, proof documents, and manage files.
- Ability to sit for periods of time in an interior office environment. May require infrequent lifting of objects up to 10 pounds and occasionally items up to 20 pounds.
- May require the employee to infrequently work outside of the regular work schedule for special events.
- Pre-employment Screening. Employment is contingent on completing a background screening and credit check.
It is the policy of Southern Wesleyan University to provide and maintain equal employment opportunities to qualified individuals regardless of race, color, national origin, sex, pregnancy, childbirth or related medical conditions (including but not limited to lactation), disability, genetic information, veteran-status, age, or any other classification protected by state, federal, or local law, unless a bona fide occupational qualification applies. The University reserves its right to operate as a church-related institution and to develop policies consistent with the religious tenets of its sponsoring denomination, The Wesleyan Church, and is permitted and reserves the right to prefer employees on the basis of religion (Title VII, Section 702-703, United States Civil Rights Act of 1964, as amended).
Southern Wesleyan University is a Christ-centered, student-focused learning community devoted to transforming lives by challenging students to be dedicated scholars and servant-leaders who impact the world for Christ. In addition to specific academic requirements, SWU provides quality undergraduate and graduate programs in a distinctively Christian environment that fosters the integration of faith, learning, and living. Candidates for employment must support the Christian mission of the university and give evidence of successful professional experience, mature faith, and consistent Christian lifestyle.
To view the university's profile, visit About SWU. To learn more about The Wesleyan Church-it's history, beliefs, and position on current issues-visit wesleyan.org/about. Applicants for employment are encouraged to view the following links providing additional information about how our campus community lives out these beliefs and practices.
Statement of Purpose
Doctrinal Statement
Community Expectations
Christ Centered: Purpose, Scholarship, Community, Transformation
- Purpose: A specific calling for a unique role in our world.
- Scholarship: Academic excellence in an innovative faith-centered environment.
- Community: Belonging to a connected and compassionate body of learners.
- Transformation: Christ’s redemptive work in individual and corporate life.
We believe that every individual has a God given purpose, brought to fruition by the sanctifying power of the Holy Spirit and the challenge of scholarship. As we participate in a consecrated community of learners we are continuously transformed into the image of Christ both individually and corporately.
Salary : $51,974 - $75,093