Job Details

Asst Dir, Departmental & External Scholarships

Position Number: 6768959
Location: Salt Lake City, UT
Position Type: Financial Aid

Asst Dir, Departmental & External Scholarships

Job Summary

Manages scholarship programs and processes awarded by departmental and external entities. Assumes primary responsibility for management of such programs and processes in the University Office of Scholarships and Financial Aid (UOSFA) and coordinates with partner offices. Supports effective management of office, including processing, services, and communications.

Responsibilities
PROGRAM MANAGEMENT AND DEVELOPMENT

Manages designated programs in a manner that helps ensure comprehensive awareness and utilization of funding; adheres to relevant rules, regulations, policies, and practices
Ensures appropriate consumer information for designated programs is available to students and colleagues; ensures effective related communications, counseling, and training for students and colleagues
Communicates policies and procedures (including rights and responsibilities) to students, families, and colleagues in an accurate, timely, effective, thorough, equitable, and inclusive manner
Regularly revises, updates, and distributes manual(s) to ensure awareness of applicable and regulations, policies, and procedures, as well as rights and responsibilities (for students and colleagues)
Ensures effective advice and counseling provided for inquiries and recipients
Fosters constructive working relationships with on- and off-campus program/process partners and colleagues
Assists in monitoring award and payment records to ensure accuracy and resolve discrepancies or required eligibility adjustments;
Actively supports and ensures reporting and required data submissions are completed accurately and timely
On at least an annual basis, assesses composition of and need for designated programs and their utilization; prepares summary of analysis and determines appropriate distribution in collaboration with supervisor and/or Executive Director
Prepares all contractual agreements and/or memoranda of understanding between the University of Utah and relevant program partners, if required, and ensures draft agreements are reviewed and approved by university legal services staff
Serves as subject matter expert and lead for designated programs

SERVICE, PROCESSING, AND COMMUNICATIONS

Monitors and adjusts, as appropriate, student financial aid awards to ensure timeliness and accuracy
Effectively advances processing and service workloads including delivery of services and processing; adjusts accordingly in collaboration with managers to ensure balanced, timely, accurate, well-documented, equitable, and inclusive services and processing within benchmarks established by supervisor and/or office management team
Determines eligibility for scholarships and financial aid, including types and amounts to be awarded or adjusted, in accordance with established federal and university standards and guidelines
As needed, applies verification and appeals policies/requirements accurately, consistently, fairly, and equitably
Professionally addresses and works toward resolution of complex or novel situations encountered in processing and service work of office
Ensures professional delivery of services, including maintenance of data/information security, privacy, and confidentiality
Follows appropriate records management procedures and complies with recordkeeping and archival requirements
Completes multiple complex reports used to monitor and assure service and processing benchmarks, as well as accuracy of eligibility and payments

COMPLIANCE AND SUPPORT

Maintains expertise in laws, regulations, policies, procedures, and high impact practices affecting eligibility for and management of designated programs/processes
Monitors eligibility determinations for designated programs to ensure they are accurate and reasonable, and that adjustments are made appropriately and timely; ensures maintenance of thorough documentation of eligibility determinations, compliance, adjustments, and all related transactions for purposes of audits and program reviews
Maintains access to and a working knowledge of relevant internal and external systems
Provides clear and accurate documentation of transactions, conversations, interactions, and edits affecting student eligibility and/or compliance with applicable regulations, statutes, and/or policies
Adheres to all statutory, regulatory, and policy guidance, including office policies and procedures
Maintains privacy and confidentiality of student and family data and information
Maintains security of student records and related information
Actively participates in and contributes to overall office effectiveness

TRAINING AND PROFESSIONAL DEVELOPMENT; PROFESSIONALISM

Maintains current knowledge of policies, rules, regulations, technical standards, and high-impact practices associated with administering and delivering federal, state, institutional, and private programs, including associated systems and emerging technologies
Actively participates in professional meetings, conferences, and workshops; meets and communicates clearly with colleagues in similar positions/roles; researches industry practices; shares resulting knowledge and research with management and staff in order to serve well the students and the institution
Participates in approved professional development activities in coordination with supervisor
Ensures area policies and procedures are current and accurate
Supports financial aid outreach events, ensuring delivered information and question responses are accurate, timely, complete, and professional
Maintains professional appearance and demeanor, including when engaging students, families, colleagues, and members of the public
Collaborates with other employees on office committees regarding policy, procedures, and training opportunities
Assists in training new employees (permanent and temporary, including interns and graduate assistants), as needed

SUPERVISION AND MANAGEMENT

Effectively supervises and manages staff within areas of responsibilities; monitors and ensures overall office operations are functional, accessible, efficient, compliant, and free of conflicts of interest
Effectively manages priorities and situations affecting programs and operations; Communicates appropriate and timely status updates regarding the designated programs; advises management of anomalies, trends, or patterns affecting student and program eligibility
Directs timely and accurate completion of workload, including efficient monitoring and distribution of workload; proactively coordinates with colleagues and managers to ensure effective office-wide coordination and delivery of processing, services, and outreach activities
Routinely and thoroughly reviews, and/or assigns for review, output and reports for accuracy and compliance
Establishes (and monitors) effective timelines/calendars for projects/tasks
Ensures communication of policies and procedures (including rights and responsibilities) to students, families, and colleagues occurs in an accurate, timely, effective, thorough, equitable, and inclusive manner
Routinely informs supervisor and senior management team of status updates regarding the designated programs/processes; advises management of anomalies, trends, or patterns affecting student and program eligibility
As needed, serves on and/or oversees various office committees, which may include such functions as communications plan, appeals processes, outreach, personnel, forms and publications, etc.; position may also be asked to serve on Enrollment Management and/or University committees
Maintains effective working relationships and serves as a resource regarding scholarship and financial aid issues, policies, and procedures
Assesses needs for training and professional development for staff supervised; ensures and supports effective training and professional development of staff
Performs other duties as assigned by supervisor and/or Executive Director, including providing assistance in other areas within UOSFA during peak or seasonal periods for processing and service

This job description is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to the job.

Minimum Qualifications
Bachelor's degree in a related field plus two years of related experience or equivalency (one year of education can be substituted for two years of related work experience). Demonstrated human relations and effective communication skills also required.

Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description.

Preferences
Prefer previous work experience in a higher education setting. Also preferred is the ability to effectively manage complex programs and regulations/policies, as well as the demonstrated ability to work with and serve well all students who apply for and are qualified to participate in postsecondary education.

Special Instructions

Requisition Number: PRN43734B
Full Time or Part Time? Full Time
Work Schedule Summary: Monday thru Friday; 8:00 - 5:00 with some weekend and evening work as necessary
Department: 00294 - Financial Aid
Location: Campus
Pay Rate Range: $55,000 to $56,798
Close Date: 3/3/2026
Open Until Filled:

To apply, visit https://utah.peopleadmin.com/postings/193043