03 Jul
Director of Financial Aid
Wyoming, Rocksprings

Posting Number P1442

Job Title Director of Financial Aid

Students Only No

Job Description Summary

Through the staff, the Director of Financial Aid disseminates information to eligible applicants, corresponds with students during the application process, assesses eligibility for completed applications, packages aid, monitors student academic progress, accounts for all financial aid awards and maintains all funds. The Director is responsible for all operations of all Western’s financial aid programs both in-district and in the distance sites.

The Director works in a high-traffic environment dealing with students, faculty, staff, and business and civic organizations. Financial aid is part of the one-stop service center and the director is part of a team that ensures that excellent and knowledgeable service is provided to all students. The Director must be student-oriented and must make a positive impression in dealing with both parents and potential students.

This employee must maintain a current and complete knowledge of federal, state, foundation and college financial aid requirements. The Director is responsible for organizing and maintaining the software that supports financial aid and for planning and delegating to meet the strict deadline requirements of this office.

It is expected that this individual will accomplish assigned duties in an efficient, effective and competent manner and strive for improvement and excellence in all work performed. Additionally, this individual must understand the comprehensive role of the community college and cooperate and work harmoniously with college personnel and the public. This individual will follow all college policies, rules, regulations and guidelines as they relate to this position. Some evening and weekend work required.


1. Manages and develops the college’s financial aid programs, implements and enforces necessary procedures, and assures a comprehensive aid delivery system is available to Western students.

2. Creates and maintains an atmosphere of student service and provides educational programming for students related to financial aid, loan repayment, and financial planning. Oversee the financial aid office’s critical role in student recruitment, retention, and transfer.

3. Maintains the set-up and functionality of the administrative computing system for financial aid and assures that modules are utilized. Maintains an operational manual for all aid procedures. Trains staff in utilizing the administrative system and is able to get data and reports as needed. Manages the online award letter system and electronic communication and tracking.

4. Supervises and organizes the work of the financial aid office staff in accomplishing the goals of the financial aid office. Evaluates staff and takes other personnel actions or makes recommendations as required.

5. Ensures that awards are available at the start of each semester for students who meet established deadlines.

6. Oversees the application, awarding, recording and reporting of all federal and state financial aid; all institutionally-based scholarships, grants, loans and all external and foundation awards.

7. Monitors and develops strategies to address and maintain acceptable loan default rates and other accountability challenges.

8. Oversees the use and training for the document imaging software.

9. Serves as the compliance officer in monitoring and administering all Title IV aid programs in compliance with federal regulations. Amends procedures, forms and requirements as necessary in response to letters, guidance, and other notifications from federal, state, commission, and institutional agencies.

10. Performs necessary needs analysis and formulates student expense budgets to accurately represent costs of education for various categories of students.

11. Works with the Dean of Students and Vice President of Student Services to prepare annual and biennial budget projections for all institutional aid programs, and manages the appropriate funds.

12. Manages the budget for the Financial Aid Office.

13. Supervises the preparation and verification of award letters for all federal need based, institutionally funded and other awards, maintaining both program and individual student files on all recipients.

14. Oversees federal work study programs including job assignments, work performance evaluations and supervision of the incumbents.

15. Maintains a close working relationship with the Western Wyoming College Foundation and attends meetings when necessary.

16. Recommends and administers Foundation awards; assists the Foundation in establishing criteria and eligibility. Works with the Director of Community Relations to assure adequate communication, follow through, and marketing is done with donors.

17. Prepares all required federal and state reports; ensures that all awards are within federal regulations and that both consumer information and due diligence requirements are being met. Assures appropriate institutional procedures are followed and deadlines are met. Keeps records of all federal aid transmittals.

18. Oversees the processing of all applications relating to veterans’ educational benefits, including the GI Bill, Contributory and Dependent Assistance programs, and Vocational Rehabilitation for veterans. Verifies student eligibility for participation, monitors enrollment and entitlement regulations for each individual veteran and cooperates with the Wyoming State Approval Agency regarding eligible non college degree and degree courses offered by Western Wyoming Community College.

19. Works with the Department of Vocational Rehabilitation as per federal regulations.

20. Works with other Western staff concerning institutional scholarships and grants, to meet the needs of students and the priorities set by the institution.

21. Supervises awarding of athletic grants in aid per NCJAA and College policy and established procedures. Administers Special Ability grants from various Western departments on behalf of student participants.

22. Updates, maintains and interprets college Financial Aid policies and procedure manual and board policies. Creates or clarifies procedures as needed to meet the changing needs of students and ensures equitable service for all aid recipients.

23. Completes and submits to the Dean of Students, the Vice President of Student Services and Board of Trustees an annual report of aid awarded by category and amounts.

24. Coordinates special programs at various high schools with Admissions and Outreach personnel within Western’s service area and takes the initiative in providing financial aid information to local high school students and non traditional student populations.

25. Oversees the processing and following through for all federal loan applications and disbursements and works closely with the Department of Education to assure program eligibility.

26. Administers and oversees all accounting records for emergency student loans.

27. Oversees the monitoring of student academic progress and continued eligibility or ineligibility for financial aid. Notifies students as required, and informs them of their right to appeal to the Financial Aid Review Board.

28. Maintains good relations and communication with college faculty and staff, including the explanation and marketing of the financial aid programs available and the requirements for award and maintenance.

29. Processes and coordinates consortium agreements with other colleges as both the home/host school for Western students

30. Coordinates the Wyoming Investment in Nursing (WYIN) Loan program with the WCC Commission and the state designated agency in meeting the requirements of the Truth in Lending Act.

31. Works closely with other key departments within Mustang Central such as admissions, housing, and registration and records to coordinate student processing and contact.

Other Related Duties:

1. Becomes familiar with the purchase requisition and budgeting system employed by Western to process related paperwork in accordance with approved procedures.

2. Maintains an inventory of all assigned equipment and supplies, keeping proper records as necessary.

3. Assists in marketing, student orientation and registration activities as required.

4. Safeguards institutional physical resources by properly caring for assets assigned to the workstation and by prohibiting unauthorized use.

5. Maintains safe working conditions and practices at all times.

6. Serves on college committees as appropriate.

7. Performs other related duties as assigned.

Minimum Qualifications

MINIMUM QUALIFICATIONS (Knowledge, Abilities, Education and Experience)

1. Graduation from a college or university with a Master’s Degree in business, finance, education, student personnel, psychology or other related discipline.

2. Ability to communicate effectively, orally and in written form.

3. Ability to keep accurate financial and program records by standard accounting methods. High level of organizational skills.

4. Ability to maintain confidentiality relating to the students and or programs and to use good judgement in making decisions.

5. Three years of progressively responsible experience managing or working within a Financial Aid office with a high level of accountability.

6. Supervisory and management experience.

7. Computer literacy. Knowledge of Microsoft Office, Word, Excel and other software programs.

8. Bondable.


For those candidates who do not exactly meet all minimum qualifications, an equivalent combination of education and experience, which has provided comparable knowledge and abilities will be acceptable.

Preferred Qualifications

PREFERRED ADDITIONAL QUALIFICATIONS (Knowledge, Abilities, Education and Experience)

1. Five years of professional experience in financial aid in a college or university setting.

2. Colleague software experience.

Open Date 06/09/2020

Close Date

Open Until Filled Yes

Special Instructions to Applicants

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