University of Rochester Assistant Director, Financial Aid in Rochester, New York


Full Time 40 hours Grade 053 Financial Aid




Position Summary:

Reporting to the Sr. Associate Director, the Assistant Director has primary responsibility for managing the federal, private, and University loan programs. This includes processing, disbursing and reconciling loan funds in a timely and accurate manner as well as coordinating receipt of required documents and providing loan counseling. The Assistant Director is expected to maintain current working knowledge of all related programming, regulations, and guidance in order to develop necessary procedures to ensure effective and efficient operation of the aid programs. In addition, the Assistant Director serves as a counselor to students and parents, and as a representative of the University in all matters related to student aid.

The Assistant Director leads the efforts to utilize new and existing technology to continuously implement approaches that further automate office functionality and ensure outstanding customer service. The Assistant Director exercises considerable independent judgment to devise new approaches, solve difficult problems, and challenge the status quo in handling complex issues. The Assistant Director utilizes multiple avenues to continually assess the office’s policies and procedures to identify opportunities to improve customer service, office efficiency, effectiveness, and compliance. The Assistant Director must be a reliable, dependable and supportive member of the of the financial aid team, serving as a professional role model at all times.

All members of the Financial Aid Office staff must possess excellent oral communication skills, writing, time management, and organizational abilities that demonstrate proactive problem solving and convey a professional and enthusiastic attitude in a culturally diverse environment. Staff members must also possess demonstrated customer service experience that incorporates a global perspective along with a commitment to issues of diversity and the ability to work in a team setting with all levels of management, faculty, and staff. Staff members are responsible for providing high quality correspondence, informational materials, and program documentation, may coordinate other financial aid activities/programs within the office and with other departments on campus, and may provide back-up for financial aid colleagues.

As part of the College Enrollment division, additional cross-training in activities within the Financial Aid and Admissions offices also occur. Evening and weekend work is sometimes required.

Specific Responsibilities:

Under general direction and with latitude for independent judgment:

Program Management

  • Management and Oversight of Student/Parent Loan Processing (Federal, Private, & University)
  • Originate, disburse and reconcile (monthly) all federal and private student and parent loan programs according to federal regulations and University policies.
  • Ensure timely cash flow and disbursement of loan proceeds to student accounts.
  • Identify and implement opportunities for improving program efficiency and automation.
  • Establish and document procedures, research regulatory requirements, recommend policy changes, train other staff, verify accuracy of eligibility calculations, and perform non-loan fund reconciliation as necessary.
  • Collaborate with students, staff, and other appropriate contacts to address any problems in materials submitted.
  • Perform regular quality assurance and data integrity checks against student data to ensure compliance and consistency.
  • Facilitate effective communication between the Financial Aid Office and the Bursar’s Office.
  • Train staff in required program knowledge related to counseling and casework.
  • Assist with activities related to the core responsibilities of the Fund Management Team:
  • Manage federal and/or state and state aid programs including development of policies/procedures and training of counselor staff.
  • In coordination with the Senior Associate Director, manage the “Do Not Anticipate” (DNA) and aid cancellation processes.
  • Execute reporting to identify undisbursed or over/under disbursed funds and take necessary steps to address the appropriate resolution.Manage monthly bill run cleanup in conjunction with the Bursars Office to ensure clean and accurate financial aid packages on monthly bill communications.

Application Processing

  • Management of financial aid casework includes need analysis, packaging, verification, appeals, and aid changes for early decision, regular decision, transfer, readmitted, upperclass, summer, and/or graduate students.
  • Review and evaluate financial and academic records to determine and recommend whether or not assistance should be provided, the particular type of aid (i.e., scholarship, loan, grant, work) and the amount of financial assistance.Participate in the annual review of individual financial aid cases to determine continued need for aid and whether or not the academic record justifies continuing such aid.
  • Utilize knowledge of diverse federal, state, and institutional financial aid programs, federal and institutional need analysis methodologies, and all grant/scholarship, loan, and work programs administered by the University.


  • Participate in meeting the guidance and informational needs of students and families through individual counseling, written correspondence, training sessions and orientation programs.
  • Advise prospective and returning students and families as well as graduate students regarding financial aid options, application processing, and other issues related to education finance.
  • Engage in pro-active efforts to assist students in the completion of their applications and the financing of their education.
  • Respond to inquiries with accurate information and high quality of customer service.
  • Serve as “on-call” counselor when necessary. This includes phone, walk-in, and appointment counseling, and front desk coverage when necessary.
  • Provide financial aid information at campus open houses and prospective student events, and at area schools/outreach programs.
  • Supervise a Financial Aid Counselor on the Fund Management Team.

General Responsibilities

  • Develop and maintain thorough and accurate documentation of all job related processes for use in the Policy & Procedure manual and cross-training purposes.
  • Continued growth and development in the field of financial aid, engaging in professional associations through appropriate activities at meetings or conferences at the regional, state, or federal level, as a volunteer, participant, presenter, moderator as needed for the purpose of advancing the goals of the University, determining and implementing best practices, remaining current in the field, and incorporating this knowledge into practice.
  • Other duties as assigned.


Bachelor’s degree and 2-5 years’ experience in college or university financial aid administration; or an equivalent combination of education and experience is required; 5+ years preferred. Demonstrated knowledge of federal and state financial aid regulations and federal need analysis is necessary. Solid computer experience using word processing, spreadsheet, electronic calendar, and e-mail software applications in addition to experience with Microsoft Office or similar software products required. Master’s degree, PowerFAIDS experience, and an understanding of institutional methodology are ideal.


EOE Minorities/Females/Protected Veterans/Disabled

Job Title: Assistant Director, Financial Aid

Location: The College

Job ID: 202525

Regular/Temporary: Regular

Full/Part Time: Full-Time