Assistant Director, Financial Aid Processing

Job Title:

Assistant Director, Financial Aid Processing

Job Summary:

The Assistant Director of Financial Aid Processing is responsible for the administration, oversight, and continuous improvement of financial aid processing operations with a primary focus on private education loan certification, Schedule of Reductions (SOR) management, and federal Graduate/Parent PLUS Loan support. This position ensures compliance with federal regulations, institutional policies, and lender requirements while supporting efficient and student-centered service delivery.
The Assistant Director reports to the Sr. Associate Director of Financial Aid Compliance and Quality Assurance and serves as a subject matter expert in loan processing and collaborates closely with internal departments, loan servicers, and external stakeholders to support accurate and timely aid administration. The role also serves as a liaison to graduate and professional programs, supporting admissions teams, academic departments, and graduate students with financial aid processes and financing options. Additionally, the position assists in operational planning, staff training, reconciliation support, and process improvement initiatives within the Office of Financial Aid.

Full Job Description:

Essential Duties and Responsibilities

● Serve as the primary administrator for institutional private education loan processing.

● Review, certify, and process private loan applications in compliance with federal regulations, lender requirements, and institutional policies.

● Monitor private loan processing timelines to ensure timely certification and disbursement.

● Counsel students and families regarding private loan eligibility, borrowing limits, lender requirements, and alternative financing options.

● Maintain strong working relationships with private loan lenders and servicers.

● Research, resolve, and reconcile private loan discrepancies, rejected certifications, and funding.

● Assist with lender list management and annual lender disclosure requirements, as applicable.

● Manage institutional Schedule of Reductions (SOR) processes related to enrollment changes, withdrawal activity, and aid recalculations.

● Review enrollment and registration changes to ensure accurate aid adjustments and compliance with federal and institutional regulations.

● Coordinate reduction and return processes with Student Accounts.

● Analyze and resolve overawards and aid discrepancies resulting from enrollment changes or external resources.

● Support audit and compliance reviews related to Federal Student Loan processing

● Provide operational support for Graduate PLUS and Parent PLUS Loan processing.

● Review PLUS Loan eligibility, credit decision outcomes, and related documentation.

● Ensure compliance with federal, state, and institutional financial aid regulations and policies.

● Assist with development and maintenance of processing procedures and documentation.

● Analyze operational workflows and recommend improvements to increase efficiency and service quality.

● Train and support financial aid staff on loan processing procedures and compliance requirements.

● Provide high-level customer service to students, families, faculty, and campus partners.

● Counsel students regarding financing options, borrowing responsibilities, and financial aid policies.

● Develop and maintain clear communication materials related to private loans, PLUS Loans, and enrollment-related aid adjustments.

● Support peak processing periods and outreach initiatives as needed such as customer service and outreach events.

● Serve as a liaison to graduate and professional programs, partnering with admissions teams, academic departments, and campus stakeholders to support incoming and continuing graduate students.

● Provide guidance to graduate/ professional students on financing options, loan borrowing strategies, and financial aid processes while supporting enrollment and retention initiatives through responsive, student-centered service.

● Maintain a processing caseload for verifications and appeals.

● Serve as a member of the SAP appeals committee.

● And other duties as assigned.

Minimum Qualifications

● Bachelor's degree from an accredited institution of higher learning and (3) years of experience working in financial aid or higher education preferred.

● Demonstrate in-depth knowledge of federal, state and institutional financial aid programs, to ensure compliance with policies, legislations and regulations.

● Ability to work with a diverse student and staff population, engage in conflict resolution, coordination of interdepartmental projects, deal with outside agencies.

● Excellent communication skills; ability to effectively communicate information in a clear and understandable manner verbally and in writing.

● Ability to work with a high level of productivity and accuracy/attention to detail.

● Ability to initiate, establish, and foster communication and teamwork by maintaining a positive, cooperative, productive work atmosphere in and outside the University with the ability to establish and maintain effective working relationships within a diverse population and with those from various cultural backgrounds.

● Working knowledge, or ability to quickly learn, university infrastructure, policies, and procedures.

● Understanding of and commitment to USF’s Vision, Mission and Values.

● Technical skills including intermediate to advanced proficiency with Microsoft Office Suite, spreadsheet, document and email applications, and database management including use of automated financial aid systems, preferably Ellucian Banner system.

● Detail and goal oriented with excellent organizational skills that enable one to organize and prioritize multiple complex projects and tasks simultaneously.

Preferred Qualifications

● Working knowledge of Banner.

● Working knowledge of ELMOne, Ellucian Student Forms, and other financial aid systems.

Full-Time/Part-Time:

Full time

Pay Rate:

Salary

Salary Range :

$78,000 - 83,000 annualized; commensurate with experience