Manager, Financial Aid Operations

Position Summary

The Manager of Financial Aid Operations serves as the operational leader of the Financial Aid Office and is a key strategic partner to the Director of Financial Aid. This position is responsible for overseeing the administration, compliance, processing, and continuous operational improvement of federal, state, and donor scholarship programs. Working closely with the Director, the Manager of Financial Aid Operations fosters a culture of innovation, collaboration, and student-centered service while ensuring compliance with all applicable regulations and institutional policies.

Essential Job Functions

• Lead and oversee daily financial aid processing operations, ensuring timely, accurate, and compliant administration of aid programs.
• Monitor processing performance and implement solutions to improve efficiency and effectiveness.
• Aid in employee onboarding, performance development, and workflow management.
• Provide leadership, mentoring, training, and cross-training support within the Financial Aid Office.
• Foster collaboration, accountability, and continuous improvement among team members.
• Act on behalf of the Director of Financial Aid as assigned and provide continuity of leadership during periods of absence.

Compliance and Regulatory Oversight

• Develop, document, implement, and continuously improve operational procedures.
• Aid in ensuring compliance with federal, state, and institutional financial aid regulations and policies.
• Maintain and enhance internal controls designed to reduce institutional risk.
• Monitor regulatory changes and recommend operational adjustments to maintain compliance.
• Support preparation for audits, program reviews, compliance assessments, and reporting requirements.

Strategic Planning Partner

• Partner with the Financial Aid Director in strategic planning, goal setting, and departmental initiatives.
• Lead process improvement projects and change management efforts across the Financial Aid Office.
• Identify emerging challenges and proactively develop recommendations.
• Promote innovation and operational excellence through assessment, evaluation, and implementation of best practices in student aid administration.
• Serve as a key contributor to strategic and operational decisions affecting the Financial Aid Office.

Aid Administration and Collaboration

• Coordinate annual processing and reviewing cycles, including FAFSA processing, verification, awarding, repackaging, R2T4, reconciliation, and reporting activities.
• Recommend policy, procedural, and organizational changes to improve effectiveness and efficiency.
• Ensure communications are accurate, timely, student-focused, and aligned with institutional goals.
• Collaborate with student facing departments and other campus partners to improve aid administration, operational processes, institutional compliance, and enhance the student experience.
• Serve as a resource and escalation point for complex financial aid situations and operational challenges.

Reporting and Data Management

• Develop and maintain reports, dashboards, and operational metrics that support decision-making and process improvement.
• Analyze data and trends to identify opportunities for increased efficiency, improved student outcomes, and enhanced service delivery.

Qualifications

• Bachelor’s degree required or an equivalent combination of education and relevant experience.
• 5+ years of experience working in financial aid and/or student services.
• Demonstrated understanding of federal Title IV financial aid regulations and administration.
• Experience with process improvement, workflow redesign, or other operational effectiveness initiatives.
• Ability to manage multiple priorities, delegate tasks effectively, and foster a collaborative work environment.
• Commitment to providing excellent customer service to students and other campus partners.
• Demonstrated initiative and ability to identify opportunities for improvement.