Assistant Director of Financial Aid Systems

Company: Colgate University
Location: Hamilton
Posted on: April 3, 2025

Job Description:

Job Category Professional/Administrative

If the following job requirements and experience match your skills, please ensure you apply promptly.

Position Title Assistant Director of Financial Aid Systems (Remote Flexibility)

Full Time/Part Time Full Time

Division Admission and Financial Aid

Department Financial Aid

Hiring Wage/Salary Range $67,000 to $70,000

Professional Experience/ Qualifications

Experience with database management, system analysis, reporting, and data visualization.

Exceptional organizational skills, analytical skills, attention to detail, and ability to work in a deadline-driven environment.

Ability to identify and resolve data discrepancies.

Demonstrated ability to work independently and take initiative.

Ability to manage confidential information with discretion.

Interpersonal skills and the ability to work collaboratively with a team.

Preferred Qualifications

Background in functional student financial aid processing is preferred.

Experience with a university Student Information System is preferred.

Experience with a financial aid management system, preferably PowerFAIDS.

Experience with SQL is advantageous.

Education

Bachelor's degree is preferred.

Associate's degree or equivalent professional experience is required.

Certifications

Offer Determination

When extending an offer, Colgate University considers factors such as (but not limited to) the scope and responsibilities of the position, candidate's work experience, education/training, key skills, internal peer equity, as well as market and organizational considerations.

Physical Requirements

Other Information

Benefits

Colgate University offers a competitive benefits package, with most benefits effective on the date of hire. Highlights include: medical, dental, vision, retirement contributions, paid time off, paid family leave, health & wellness, continuing education and professional development. We also offer unique perks, such as free parking, gym discounts, bookstore savings, athletic tickets, and access to cultural and recreational facilities. Explore the full benefits package on our Benefits page.

Department Statement

This position provides for the opportunity to work remotely from CT, GA, MA, NJ, OH, RI, VA, PA and NY without relocation. Work requires collaboration with other team members during standard business hours and will be required to report to our Hamilton, NY campus for meetings and events. Remote arrangements such as this are reviewed annually and are based on performance.

Accountabilities

Responsible for maintaining all internal and external data interfaces, data reporting, as well as the set-up and maintenance of the PowerFAIDS financial aid management system. Responsible for the development and enhancement of technical systems and business processes in the Financial Aid Office. Responsible for managing daily data exchange with federal, state, private, and internal databases including, but not limited to, Federal Student Aid Internet Gateway (SAIG), federal Common Origination and Disbursement (COD), College Board, NY State Higher Education Services Corporation (HESC), and university databases (Banner, Slate, OnBase, etc.). Maintains student financial aid records with accuracy, runs and monitors reports, and resolves data discrepancies through internal audits. Helps to ensure compliance with federal and state regulations, NCAA rules, and institutional policies and procedures. This position requires student financial aid functional knowledge, technical proficiency, accounting skills, analytical problem-solving skills, and attention to detail.



This position will manage and run technical processes which support the administration of financial aid awards and disbursements. Oversee the operation, configuration, upgrading, testing, and development of the university's Financial Aid student information system, PowerFAIDS. Responsible for managing the annual parameter roll and migration of student records to a new award year, modifying packaging algorithms and developing quality controls. This position will set up and monitor scheduled jobs, execute manual jobs, and is responsible for scheduling or generating batch email communications.



The person in this role will collaborate with Colgate University's Department of Information Technology Services (ITS) to troubleshoot software issues and data integration issues, assist with financial aid systems planning, and develop queries and reports. This position will work closely with the Senior Associate Dean and Director of Financial Aid and Financial Aid Leadership Team to review financial aid business processes, improve work flows, enhance efficiencies, and fully utilize the PowerFAIDS software.



This position will prepare statistical, budget, and annual reports. Participate in training to keep well-informed of financial aid regulations and software enhancements. A strong communicator, the incumbent is responsible for documenting technical procedures and conducting staff trainings, as needed.

Technical Competencies

Name Administrative Procedures

Description

Writes and maintains technical documentation for Financial Aid Office processes. Demonstrated mastery of commonly and consistently used Colgate administrative policies and practices. Has knowledge sufficient to conduct administrative procedures and processes that are most critical to the department. Has knowledge sufficient to train others on all core and common administrative procedures. Has knowledge sufficient to create desktop aids or guides in the execution of common administrative policies and procedures.





Name Data Integrity and Systems Operations

Description

Demonstrated ability to run imports, exports, and other electronic data exchange processes required for receipt and transmission of financial aid data. Accurately post financial aid awards to student accounts. Ability to resolve rejected grant and loan origination and disbursement records. Demonstrated ability to accurately reconcile federal, state, and institutional aid programs. Demonstrated ability to manage PowerFAIDS new-year set-up, test and install software upgrades, and resolve other technical matters. Demonstrated ability for the accurate running of reports to aid the department in meeting regulatory compliance and to assist in operational efficiency.

Name Technology

Description

Proficiency with federal student aid processing systems. Mastery of all technical, data systems, and software used in the department. Ability to execute technical projects. Serve as a resource for peers, train others, and document technical procedures. Participate in meetings, ask probing questions, discover and resolve problems. Demonstrated understanding of functional student financial aid processing, resulting in the ability to suggest improvements or enhancements to current technical systems.

Name Admission/Financial Aid Administration

Description

Demonstrates exceptional organizational skills, analytical skills, attention to detail, and ability to work in a deadline-driven environment. Demonstrates confidentiality and handles all matters with discretion. Demonstrates an intermediate understanding of admission targets and markets. Demonstrates an ability to contribute to various admission strategies through timely preparation of financial aid packages and reports.



Behavioral Competencies

Name Personal Accountability for Results

Description

Takes responsibility for decisions, performance, and outcomes; behaves in a responsible manner with a positive attitude; shows self-awareness and openness to feedback.

Name Effective Communication

Description

Demonstrates effective written and oral communication skills; shares information and seeks input from others; adapts communication to diverse audiences; protects private and confidential information.

Name Problem Solving and Decision Making

Description

Analyzes and prioritizes situations to identify and solve problems; generates solutions to improve efficiency and quality; involves others in solving problems and making decisions; factors organizational goals into decisions; makes clear, transparent, and timely decisions.

Name Change Management

Description

Responds positively to changing university initiatives and readily adapts behavior to maintain effective performance; understands the long-term direction of the university and can relate this to departmental area; adapts to new methodologies; identifies and acts on areas where change is appropriate.

Name Leadership and Teamwork

Description

Applies skills and knowledge to provide a climate to achieve departmental and organizational success; balances individual and department goals; helps others perform at their best; builds productive relationships to enhance individual and organizational effectiveness; treats others with respect; resolves conflicts among team members.

Name Creativity and Innovation

Description

Generates, explores, encourages, and implements innovative ways of creating strategic value for the university, division, department, and individual level; critically assesses the effectiveness of new initiatives.

Name Diversity and Inclusion

Description

Demonstrates respect for people and their differences; understands the benefits of a diverse workforce; earns the trust and respect of others; includes and welcomes others; works to understand the perspective of others; promotes opportunities to experience diversity within our community.

Name Sustainability

Description

Understands the impact of decision making and personal behavior in achieving the university's commitment to a sustainable and carbon-neutral campus; supports and advances the university's sustainability initiatives; influences others to use sustainable practices.

Posting Detail Information

Requisition Number 2025S024Posting

Temporary No

Work Schedule

This position is scheduled to work 37.5 hours per week, Monday through Friday. This position offers a flexible work schedule with the possibility of remote work.

Job Open Date 03/20/2025

Job Close Date

Open Until Filled Yes

Special Instructions Summary

EEO Statement

The University recognizes that equal employment opportunity can only be achieved through demonstrated leadership. It is the Policy of the University to recruit, employ, retain, promote, and train employees on the basis of merit, ability, and valid job qualifications without regard to any characteristics protected by applicable local, state or federal laws.

Clery Act

CAMPUS CRIME REPORTING AND STATISTICS



The Department of Campus Safety will provide upon request a copy of Colgate's Annual Security and Fire Safety Report. This report includes statistics as reported to the United States Department of Education for the previous three years concerning reported: 1. crimes that occurred on-campus; in certain off-campus buildings or property owned or controlled by Colgate University; and on public property within, or immediately adjacent to and accessible from, the campus and 2. fires that occurred in student housing facilities. The report also includes institutional policies concerning campus security and fire safety, such as policies concerning sexual assault, life safety systems, and other related matters. You may access the report from the Clery Compliance web page at: https://www.colgate.edu/about/offices-centers-institutes/dean-college/campus-safety-staff/clery-compliance. Printed copies of this report may be obtained upon request from the Department of Campus Safety via e-mail at cusafety@colgate.edu.

Keywords: Colgate University, Utica , Assistant Director of Financial Aid Systems, Accounting, Auditing , Hamilton, New York