Financial Aid Assistant Director - Enrollment & Retention | Financial Aid

University of Wisconsin-Whitewater; Whitewater (WI); On-site; USD 68,000 - 74,000; Full time

Job summary

University of Wisconsin-Whitewater seeks an experienced Assistant Director of Financial Aid to oversee day-to-day office operations and ensure compliant administration of federal, state, and institutional aid programs. This 12-month, full-time role reports to the Director of Financial Aid and emphasizes customer service and stakeholder liaison duties at the campus.

The position requires a Bachelor’s degree and 3+ years in financial aid, with strong leadership and communication abilities.

Qualifications

• Bachelor’s degree required.
• Three+ years of progressive financial aid experience in higher education.
• Extensive knowledge of Title IV regulations and federal/state aid.
• Experience with financial aid systems (COD, NSLDS, FAFSA portals).
• Demonstrated ability to lead and guide staff.
• Strong written and verbal communication and customer service.
• Detail-oriented with time management, analytical, and organizational skills.

Responsibilities

• In absence of Director, serve as senior administrator; lead and supervise staff.
• Support overall office administration and policy implementation.
• Develop and revise financial aid policies; monitor internal controls and regulatory compliance.
• Guide students and families with financial aid information via multiple channels.
• Review files and determine aid eligibility for assigned students.
• Collaborate with university recruitment, retention, and graduation initiatives.
• Liaise with federal/state agencies and participate in committees.

Skills

Leadership

Customer service

Written and verbal communication

Time management

Analytical/problem-solving

Organizational skills

Diversity awareness

Regulatory compliance

Education

Bachelor’s degree

Master’s degree (preferred) in higher education/related fields

Tools

PeopleSoft/Oracle Campus Solutions

ImageNow

Microsoft Office

COD

NSLDS

FAFSA Partner Portal/FAFSA Partner Connect

Job description

Financial Aid Assistant Director – Enrollment & Retention | Financial Aid

The Assistant Director of Financial Aid is a 12‑month, full‑time position that reports to the Director of Financial Aid. The Assistant Director assists the Director in providing direction and leadership for the day‑to‑day operations of the office, oversees aspects of financial aid administration and aid programs, and contributes to the development of office policies and procedures in accordance with applicable rules and regulations. They support the Director in administration of all federal, state, and institutional financial aid programs, including compliance and reporting, and make decisions and represent the office in the absence of the Director. The Assistant Director works as a team member in a fast‑paced workplace focused on customer service, providing support to all students at the university. They serve as liaison with other institutional stakeholders, ensuring consistent and responsive delivery of information and support through administrative, committee, and outreach efforts.

Responsibilities

• In the absence of the Director of Financial Aid, serve as senior administrator in the office.
• Support the Director with overall administration of the office.
• Hire, train, and supervise staff within the financial aid office, including student employees.
• Assist with the development, implementation, monitoring, and revision of policies and procedures relating to financial aid. Monitor internal controls and processes to ensure consistent application of policies and procedures for all activities related to financial aid programs, as well as review, interpret, and implement new and updated federal and state regulations.
• Provide detailed information and professional guidance to students and family members regarding financial aid. Information is provided via telephone, email, in person, and occasionally to groups at campus informational and summer orientation events.
• Complete file review and verification of aid applications for an assigned subset of students in determining federal, state, and institutional aid eligibility.
• Help develop and implement programs to support university recruitment, retention, graduation, and other student success goals.
• Serve as a liaison to federal, state, and professional agencies on financial aid matters, including federal, state, and Universities of Wisconsin reviews and audits.
• Participate in university committees, including medical withdrawal, enrollment extenuating circumstances, and campus calendar committees, and campus‑wide programs as needed.
• Participate in professional organizations, conferences, and workshops when appropriate.
• Complete all training required for the position.
• Additional duties as assigned.

Key Job Responsibilities

• Manages and implements policies and activities for a unit.
• Exercises supervisory authority, including hiring, transferring, suspending, promoting, managing conduct and performance, discharging, assigning, rewarding, disciplining, and/or approving hours worked of at least 2.0 full‑time equivalent (FTE) employees.
• Ensures appropriate staffing, identifies and addresses training needs, and provides back up for area functions as necessary.
• Provides strategic leadership to campus partners and serves as a liaison to internal and external stakeholders.
• Helps develop and make recommendations for the unit budget.
• Establishes operational procedures and protocols to support the unit to both prospective and continuing students.

Required Qualifications

• Bachelor’s degree.
• Three or more years of progressively responsible experience with financial aid programs in a college or university setting.
• Extensive knowledge of Title IV regulations governing federal student aid. Areas of concern include verification, needs analysis, conflicting information, packaging, special circumstances, professional judgment, dependency overrides, federal reporting requirements, and Return of Title IV Aid.
• Experience with various financial aid systems, including COD, NSLDS, FSA Partner Connect/FAFSA Partner Portal, etc.
• Demonstrate the ability to effectively lead and guide personnel.
• Possess strong customer service and written and verbal communication skills.
• Must be detail‑oriented with excellent time management, analytical/problem‑solving, and organizational skills.
• Familiar with integrated student information systems and document imaging systems.
• Proficiency with Microsoft Office and the ability to learn new software programs.
• Knowledge of and adherence to FERPA and other privacy laws and regulations.

Preferred Qualifications

• Additional education (Master's degree in higher education, college student personnel, business administration, counseling, or a related field preferred).
• Previous leadership or management experience in the administration of student financial aid.
• Knowledge of and experience with other university functional areas that work closely with and/or directly impact financial aid administration, including Registrar’s, Admissions, and Student Accounts/Cashiering Offices.
• Previous experience with financial aid programs designed specifically to support university recruitment, retention, and graduation goals.
• Experience with PeopleSoft/Oracle Campus Solutions and ImageNow.

Knowledge, Skills and Abilities

• Ability to interact respectfully with people with diverse socioeconomic, cultural and ethnic backgrounds.
• Willingness and ability to be an active participant in following applicable safety rules and regulations including necessary training and drills.

Conditions of Appointment

University of Wisconsin-Whitewater does not offer H‑1B or other work authorization visa sponsorship for this position. Candidates must be legally authorized to work in the United States at the time of hire and maintain work authorization throughout the employment term. UW‑Whitewater is not an e‑verify employer, therefore STEM extensions are not options for work authorization.

Compensation

Well‑qualified candidates can expect a starting salary within the range of $68,000 – $74,000, commensurate with the candidate's education, related experience, and qualifications. UW System employees receive an excellent benefit package. To learn more about the UW System's comprehensive benefit package, review the UW System Employee Benefits Brochure.

Application Process

Only complete application packages will be considered. This includes online submission of the following documents: Cover Letter, Resume, Name and contact information for three professional references.

Contact

Questions regarding this recruitment or if you are unable to complete the application online due to a disability or system problem, please contact us at (262) 472‑1024 or [e-mail]. For questions regarding this position, please contact Melissa Walton at [e-mail] or (262) 471‑1385.

Equal Employment Opportunity Statement

Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, pregnancy, disability, status as a protected veteran, or any other bases protected by applicable federal or State law and UW System policies. We are committed to building a workforce that represents a variety of backgrounds, perspectives, and skills, and encourage all qualified individuals to apply.